HomeMy WebLinkAbout183-18 RESOLUTION113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 183-18
File Number: 2018-0422
RFP 18-05 AVFUEL CORPORATION:
A RESOLUTION TO AWARD RFP 18-05 AND APPROVE A ONE (1) YEAR CONTRACT WITH
AUTOMATIC RENEWALS FOR UP TO FOUR ADDITIONAL ONE (1) YEAR TERMS WITH
AVFUEL CORPORATION FOR THE PROVISION OF AVIATION FUEL AND REFUELER TRUCKS
FOR FAYETTEVILLE EXECUTIVE AIRPORT -DRAKE FIELD
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby awards RFP 18-05 and
authorizes Mayor Jordan to sign a one (1) year contract with automatic renewals for up to four (4) additional
one (1) year terms with AvFuel Corporation for the provision of aviation fuel and refueler trucks for
Fayetteville Executive Airport -Drake Field.
PASSED and APPROVED on 8/21/2018
Attest:
Sondra E. Smith, City Clerk rw
�0 B
—L': FAyF_TrEVfLLF &
SIP
'rY kA
GT
Page 1 Printed on 8122118
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Text File
File Number: 2018-0422
Agenda Date: 8/21/2018 Version: 1 Status: Passed
In Control: City Council Meeting File Type: Resolution
Agenda Number: A. 10
RFP 18-05 AVFUEL CORPORATION:
A RESOLUTION TO AWARD RFP 18-05 AND APPROVE A ONE (1) YEAR CONTRACT WITH
AUTOMATIC RENEWALS FOR UP TO FOUR ADDITIONAL ONE (1) YEAR TERMS WITH
AVFUEL CORPORATION FOR THE PROVISION OF AVIATION FUEL AND REFUELER TRUCKS
FOR FAYETTEVILLE EXECUTIVE AIRPORT -DRAKE FIELD
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS:
action 1: That the City Council of the City of Fayetteville, Arkansas hereby awards RFP 18-05 and authorizes
Mayor Jordan to sign a one (1) year contract with automatic renewals for up to four (4) additional one (1) year
terms with AvFuel Corporation for the provision of aviation fuel and refueler trucks for Fayetteville Executive
Airport -Drake Field.
City of Fayetteville, Arkansas Page 1 Printed on 8/22/2018
City of Fayetteville Staff Review Form
20180422
Legistar File ID
8/21/2018
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Summer Fallen 8/3/2018
Submitted By Submitted Date
Action Recommendation:
AIRPORT SERVICES (760)
Division / Department
Staff recommends awarding a contract to AvFuel Corporation through RFP 18-05, Aviation Fuel and Fueling Truck
Lease for a one year contract with four one-year automatic renewals. The first year of the refueler truck lease is at
no cost then at $2,400.00 per month for the remaining four years of the contract. As of July 31, 2018, the airport
has expensed $743,131.28 on fuel. It is estimated that an additional $508,484.04 will be spent on fuel through the
remainder of 2018, however this number may vary based on demand.
5550.760.3955-5213.03
5550.760.3955-5213.02
Account Number
Project Number
Budgeted Item? Yes
Does item have a cost? Yes
Budget Adjustment Attached? No
Purchase Order Number:
Change Order Number:
Original Contract Number:
Comments:
Budget Impact:
Current Budget
Funds Obligated
Current Balance
Item Cost
Budget Adjustment
Remaining Budget
Airport
Fund
Project Title
$ 522,218.69
$ 508,484.04
13,734.65
Previous Ordinance or Resolution #
Approval Date:
V20180321
CITY OF
FAYETTEVILLE
ARKANSAS
AVFUEL
MEETING OF AUGUST 21, 2018
TO: Mayor and City Council
THRU: Don Marr, Chief of Staff
Terry Gulley, Transportation Services Director
FROM: Summer Fallen, Airport Services Manager
DATE: August 3, 2018
SUBJECT: AvFuel Corporation Contract
CITY COUNCIL MEMO
RECOMMENDATION:
Staff recommends awarding a contract to AvFuel Corporation through RFP 18-05, Aviation Fuel
and Fueling Truck Lease for a one-year contract with four one-year automatic renewals. AvFuel
Corporation and Eastern Aviation Fuels, Inc. both bid on RFP 18-05 and a five -member
selection committee voted unanimously to award AvFuel the contract.
BACKGROUND:
AvFuel is the current fuel provider for the Airport. AvFuel offers the AvTrip points program for
pilots to receive points for purchasing fuel.
DISCUSSION:
This contract leases refueler trucks and delivers fuel for resale to the Fixed Base Operator.
BUDGET/STAFF IMPACT:
The first year of the refueler truck lease is at no cost then at $2,400.00 per month for the
remaining four years of the contract. As of July 31, 2018, the airport has expensed $743,131.28
on fuel. It is estimated that an additional $508,484.04 will be spent on fuel through the
remainder of 2018, however this may vary based on demand.
Attachments:
Staff Review Form
Staff Review Memo
AvFuel Contract
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
CITY OF
FAYETTEVILLE
ARKANSAS
City of Fayetteville
RFP 18-05, Aviation Fuel Services
Contract — Between City of Fayetteville, AR
and Avfuel Corporation
Terms: One (1) year with four (4) renewals
This contract executed this 21st day of August 2018 (the "Effective Date"), between the City of Fayetteville, Arkansas
(City), and Avfuel Corporation (Avfuel) (each a "Party" and, collectively, the "Parties") in consideration of the mutual
covenants contained herein, the Parties agree as follows:
1. The documents which comprise the contract between the City of Fayetteville and Avfuel consist of this contract
and the following documents attached hereto (collectively, the "Agreement"), and made a part hereof:
a. Appendix A: City Participation in Avfuel Programs
b. Appendix B: Scope of Work
c. Appendix C: Avfuel Certificate of Insurance
d. Appendix D: City's solicitation identified as RFP 18-05, inclusive of addenda
e. Appendix E: Avfuel RFP response to RFP 18-05
Aviation Information:
a. Billing & Delivery Address: 4500 South School Ave., Suite F, Fayetteville, AR 72701
b. Airport ID (IATA CODE): FYV Drake Field (the "Airport")
c. Products: (1) Jet -A with Anti -ice (2) Avgas/100LL (the "Products")
d. Equipment Leased: Refer to equipment leasing schedule further identified
e. Contract Fuel Dealer: Corporate Configured Accepted Flight Operation
f. Airport Flowage Fee: NO
g. Storage Fee: NO
h. Into Wing Fee: NO
i. The City elects to enroll in the following programs as fully described in Appendix A
i. Brand Program
ii. AvTrip Program
iii. Credit and Charge Cards Acceptance Program
iv. Contract Fuel Dealer Program
v. Equipment Lease Program
3. This Agreement constitutes the entire agreement between the City of Fayetteville and Avfuel with respect to the
subject matter hereof and there are no other terms or conditions, oral or written, express or implied, relating to or
otherwise affecting such subject matter and may be modified only by a duly executed written instrument signed by
the City of Fayetteville and Avfuel.
Avfuel shall not delegate its duties under the terms of this Agreement without prior written consent of the City
which consent will not unreasonably be withheld; provided, however, that Avfuel shall be permitted to subcontract
its duties under the terms of this Agreement. City shall not assign its rights or delegate its obligations under this
Agreement, in whole or in part, unless with the prior written consent of Avfuel, which consent will not be
unreasonably withheld.
Subject to the terms and conditions contained herein, throughout the entire term of this Agreement, Avfuel agrees
to sell and deliver, and City agrees to purchase from Avfuel and pay for, the City's entire requirements for all
Products to be handled, stored, used, distributed or sold by City or its affiliates at the Airport. City represents and
City of Fayetteville, AR
RFP 18-05, Aviation Fuel Services — 08.06.18
Page 1 of 9
warrants that all Products and services purchased hereunder will be for commercial purposes.
6. Notices.
a. All notices permitted or required under this Agreement (each a "Notice") shall be in writing. Notices by
facsimile or email transmission shall be deemed "delivered" on the date of confirmed transmission,
without error, to the fax number or email address designated in the Summary. Notices by mail shall be
deemed delivered three (3) business days following the date deposited with the United States Postal
Service, certified mail, return receipt requested, postage prepaid, addressed to the Party at the address
of the principal office. Notices sent by overnight courier shall be effective on the next business day
following deposit with the overnight courier for overnight delivery with the delivery fee prepaid,
addressed to the Party at the address of the principal office, and with instructions to obtain the signature
of the addressee.
7. Avfuel shall furnish a certificate of insurance addressed to the City of Fayetteville, showing that it•carries the
following insurance which shall be maintained throughout the term of the Agreement. For any work sublet, the
contractor shall require the subcontractor similarly to provide worker's compensation insurance. In case any
employee engaged in work on the project under this Agreement is not protected under Worker's Compensation
Insurance, Avfuel shall provide and shall cause each Subcontractor to provide adequate employer's liability
insurance for the protection of such employees as are not otherwise protected.
8. Insurance:
a. Insurance paid for and provided by Avfuel:
The insurance required by this section shall include the specific coverages and be written
for not less than the limits of liability specified or required by Law, whichever is greater.
The premiums for all insurance and the bond required herein shall be paid by Avfuel. Policies shall
be endorsed to provide the City of Fayetteville with a thirty (30) day notice of cancellation, material
change in coverage, or non -renewal of coverage.
Applicable policies shall also be endorsed to name the City of Fayetteville as an additional insured,
as its interests may appear (ATIMA). Any fleet or third party sub -contracts utilized by Avfuel shall
have the same insurance as required for Avfuel.
1. Aircraft Products and Completed Operations and Grounding Liability
a. $50,000,000 — Each Occurrence and in the Annual Aggregate
b. $50,000,000 —Completed Operations Coverage
c. $50,000,000 — Each Grounding and in the Annual Aggregate
d. $50,000,000—Annual Aggregate
2. Workers' compensation Statutory (State and Federal Limits)
3. Business Automobile Liability
a. Any one loss or accident $5,000,000
4. Environmental Impairment Liability (EIL) and/or Pollution Liability
a. $2,000,000 per occurrence
b. EIL coverage(s) shall be included in policies listed above; or, such
insurance shall be provided under separate policy(s). Liability for damage
occurring while loading, unloading, transferring, and transporting
materials under the Agreement shall be included under the Automobile
Liability insurance or other policy(s).
Insurance paid for and provided by the City
City of Fayetteville, AR
RFP 18 -OS, Aviation Fuel Services -08.06.18
Page 2 of 9
i. City shall secure and at its cost shall thereafter maintain in effect during the term of this
Agreement the following insurance and furnish Avfuel a Certificate of Insurance evidencing: (1)
aviation general liability insurance, including products and completed operations liability, with
limits not less than one million dollars ($1,000,000.00) combined single limit for bodily injury and
property damage; and (2) automobile liability insurance with limits not less than one million
dollars ($1,000,000.00) combined single limit for bodily injury and property damage; (3) workers
compensation covering all employees of City and (4) physical damage coverage covering the
value of any leased equipment.
ii. Insurance policies shall be issued by insurance companies acceptable to Avfuel (whose
acceptance may not be unreasonably withheld), shall name Avfuel as applicable, as an additional
insured and/or loss payee, and shall provide for at least thirty (30) days' written Notice to Avfuel
prior to cancellation or modification. Prior to the Effective Date stated in the Summary, and from
time to time thereafter as requested by Avfuel, City shall furnish Avfuel a Certificate of Insurance
evidencing compliance with this Section.
Other Insurance available through Avfuel
i. City may, if it chooses, apply insurance detailed further through Avfuel's subsidiary, Avsurance
Corporation.
ii. Avfuel offers to qualifying customers that participate in Avfuel's Brand Program ("Branded
Dealers") the opportunity to participate in Avfuel's Excess Aviation Liability Insurance Program.
iii. To qualify, a Branded Dealer must maintain as its primary insurance coverage an Airport Liability
Policy with premises, products and completed operations coverage of $1,000,000 (combined
single limit) issued by an insurer acceptable to Avfuel. This Program currently allows qualifying
Branded Dealers, at no charge, to be designated as additional insured parties under an Excess
Aviation Liability Insurance Policy secured by Avfuel, with excess coverage in the amount of
$50,000,000 against claims for bodily injury or property damage resulting from defects in any
aviation gasoline and jet fuel that is supplied by Avfuel to the Branded Dealer and resold by the
Branded Dealer to end users.
iv. To participate in this Program and secure this excess coverage, the Branded Dealer must
complete and submit to Avfuel the required Application and provide to Av Avfuel a Certificate of
Insurance confirming its primary insurance coverage and naming Avfuel as an additional insured.
A Branded Dealer becomes an additional insured under Avfuel's Aviation Products Excess Liability
insurance coverage on the date that Avfuel delivers Notice to the Branded Dealer that its
Application and Certificate of Insurance have been approved by Avfuel and the excess coverage
will be applicable to occurrences following that date.
v. Avfuel reserves the right to discontinue this Program or to require the City to pay a charge for
participation in this Program. However, in that event, Avfuel shall deliver Notice to the Branded
Dealer at least thirty (30) days prior to the effective date of that discontinuance or cost change so
that the Branded Dealer has the ability if it chooses to make alternative arrangements.
9. Avfuel shall furnish proof of licensure as required by all local and state agencies.
10. Terms: This Agreement shall be effective for one (1) year from date approved by City Council and shall be renewable
for up to an additional four (4) one-year terms for a possible term of five (5) years. This Agreement may be
terminated by the City of Fayetteville or Avfuel with ninety days written notice. Terms shall automatically renew
until one Party delivers a notice to the other Party of its intent to terminate at the end of the then current term.
Such Notice shall be delivered at least ninety (90) days prior to the expiration of the current term.
11. Price and Pavment:
City of Fayetteville, AR
RFP 18-05, Aviation Fuel Services — 08.06.18
Page 3 of 9
i. Payments shall be made after approval and acceptance of work, delivery, and submission of
invoice. Payments will be made within15 calendar days after delivery of Products. The City prefers
electronic delivery of invoices.
ii. Avfuel shall discount 1% for the City making payment within ten (10) net calendar days. Discount
shall be applied to invoice at time of payment.
iii. Avfuel shall identify all taxes as separate items in invoicing.
iv. Prices shall be F.O.B to the City's facilities exclusive of all taxes, fees, surcharges and other charges
and invoices shall include all taxes, fees and any other applicable charges.
v. Unless otherwise required by state law where product is delivered, the standard unit of
measurement of quantities of Products purchased and delivered shall be Net Gallon.
1. "Net Gallon" is hereby defined as the volumetric measurement, in U.S. gallons, of a product
actually loaded and measured at the pointe of shipment, adjusted to the number of U.S.
gallons that would have been loaded at a temperature of sixty degrees Fahrenheit (607).
The conversion ratio shall be from the current American Society for Testing Materials
("ASTM") IP Petroleum Measurement Tables.
vi. The City shall pay all taxes which are imposed by any federal, state or local governmental agency
(the "Taxing Authorities") based upon the delivery, sale, importation, inspection, storage or use of
the Products purchased by the City. City acknowledges that it remains solely responsible for all
such taxes.
vii. If the Taxing Authorities collect taxes directly from the City, then the City shall pay all such taxes on
or before their due dates. If the Taxing Authorities require Avfuel collect the taxes from the City at
the time of sale, Avfuel shall include all such taxes in its invoices to the City and City shall pay all
such invoices as outlined in this Agreement.
viii. If the City is entitled to any exemption from any tax which the Taxing Authorities require to be
collected by Avfuel, then, to permit Avfuel not to collect those taxes, City shall obtain and provide
to Avfuel current and valid exemption certificates related to those taxes. If after the issuance of
any invoice, the Taxing Authorities or Avfuel advise City of additional taxes payable with respect to
the Products covered by that invoice, then customer shall promptly pay such additional taxes.
ix. All invoices shall clearly outline the following:
1. Contractor's name
2. Address
3. Delivery location
4. Type of fuel
5. Applicable taxes
6. Valid Purchase Order Number
7. Net Gallons Delivered
b. FUEL PRICING:
Fuel Pricing formula pricing shall be as follows:
1. Jet -A with Anti -ice: Weekly average of Platts Group 3 Jet Mean Plus rack $0.071 per gallon
plus freight of $0.08031 per gallon for a total of $0.15131 per gallon (the "Jet Fuel
Differential"). The Platt's average price will be calculated each Monday (or Tuesday when
Monday is a holiday) for the previous week (Monday -Friday, published trading days only)
and will be effective for the following Tuesday through Monday period. Price excludes all
taxes. This price formula is valid when delivered from the primary supply terminal. If fuel
is delivered from an alternate supply terminal, additional charges may be applicable.
2. Avgas/100LL: Weekly Average of Tyler Avgas Weekly Rack Price plus freight of $.20123 (the
City of Fayetteville, AR
RFP 18-05, Aviation Fuel Services -08.06.18
Page 4 of 9
"Avgas Differential"). The Tyler Avgas' average price will be calculated each Monday (or
Tuesday when Monday is a holiday) for the previous week (Monday -Friday, published
trading days only) and will be effective for the following Tuesday through Monday period.
Price excludes all taxes, fees, into -wing charges and other fees. This price formula is valid
when delivered from the primary supply terminal. If fuel is delivered from an alternate
supply terminal, additional charges may be applicable.
3. In the event that there is a change in Avfuel's cost structure for the above Fuel, Avfuel
reserves the right to request to amend either of the above Jet Fuel Differential or Avgas
Differential. In such case, Avfuel will notify Customer in writing of the requested change,
which will take effect upon proper signatures and approval to this contract. Change in
Avfuel's cost structure may be due to, but not limited to, changes in freight rates or
changes in Avfuel's current cost differential from refineries or changes in the terminal used
to supply Customer. If any surcharges are imposed upon Avfuel by a third party, Avfuel
reserves the right to assess surcharges to Customer.
a. In the event all parties do not agree to a price increase, Avfuel reserves the right
to cancel this contract after a one hundred twenty (120) calendar day written
notice to the City of Fayetteville.
c. CURRENT APPLICABLE FUEL TAX (subject to change):
Tax Breakdown - Per Gallon
Type of
Federal Excise
Superfund / oil !
AR Petra Envir
AR Motor Fuel Tax
Year
Make
Type
capacity
Rateafter year 1
AR Sales Tax
Total Taxes
Fuel
Tax
Spill Fee
Assurance Fee
on Diesel
(excludes taxes)
$0 - Exempt with
$0 - Exempt with
JetA
$ 0.2440
$ 0.002140
$ 0.00300
resale / exemption
resale / exemption
0.249140
2005 3,000 gallon
certificate
certificate
Jet A1,100.00
3,000
$
To be determined
No charge for first
$0 - Exempt with
$0 - Exemptwith
Avgas
$ 0.1940
$ 0.002140
$ 0.00300
resale / exemption
resale / exemption
0.199140
certificate
certificate
current unit no later than
d. EQUIPMENT LEASE PRICING:
i. Avfuel shall refurbish Unit 17087 and 1288 no later than December 31, 2018. During the
City of Fayetteville, AR
RFP 18-05, Aviation Fuel Services -08.06.18
Page 5 of 9
Monthly Lease
Year
Make
Type
capacity
Rateafter year 1
Unit#; Vin #
Exceptions
Additional Information
(excludes taxes)
Will be replaced with a
2005 3,000 gallon
2005
International
Jet A1,100.00
3,000
$
To be determined
No charge for first
International to be of
gallons
year of contract
better condition than
current unit no later than
--------------
12/31/2018.
--
3,000
17087;
No charge for first
To be refurbished by
2064
Sterling
Jet A
gallons
$ 904.04
Vin##AN15022
year of contract
AvFuel no later than
12/31/16
1,200
Na charge for first
To be refurbished by
2002
International
Avgas
$ 400.00
1288; Vin##H509664
AvFuel no later than
gallons
year ofcontract
12/31/18
i. Avfuel shall refurbish Unit 17087 and 1288 no later than December 31, 2018. During the
City of Fayetteville, AR
RFP 18-05, Aviation Fuel Services -08.06.18
Page 5 of 9
refurbishing of units, Avfuel shall provide the City with loaner vehicles of equal or greater quality
and capacity than the units post -refurbishment.
Based upon the assumption of a five (5) year term, City's rent for the first year of this Agreement
shall be abated; provided, however, if City terminates this Agreement before the fifth anniversary
of the Effective Date, City shall be required to reimburse Avfuel the pro rata portion of rent abated
(as an example, if City terminated at the end of the second year, City would be required to pay 60%
of the rent payable under pursuant to this section).
CREDIT CARD RATES — CURRENT ACCOUNTS RECEIVABLE DISCOUNT SCHEDULE ("ARDS") (subject to the
terms of Appendix A):
O.0% Fuel as Contract Fuel Transaction
Avfiael Pro Card 2.1 % Fuel as Retail Trans,adon
2.1% Non -Fuel kris
� Mud Contract Fuel 0.0% Fuel
12-1% Non -Fuel items
Avfuel Retail Laid
0-09 Avgas
2.1%Jet & Non -Fuel items
Cessna Contract Fuel
0.0% Fuel
12-11%Nan-Fuelitem
MasterCard & Visa
2.49%
MasterCard & Visa
3.10'% Non -Qualified
1 Discover
f 2.8%
American 4
L75%
MuliiService
2.85%
Award
2.259e
rr
Gove�nt AIRCard
0.0%Contracted items
Non-Contracted items
[TheAOAI Hub
�$2Ufmonth software license
12. Delivery:
a. Title and risk loss of fuel shall pass to the City at the inlet coupling of City's tanks.
b. Deliveries shall be made to City owned facilities.
c. Avfuel shall be provided access to the City's facilities during normal City business hours, or at such other
times as may be approved by the City.
d. The minimum delivery of Jet A fuel shall be defined as a standard transport tanker load which is equivalent
to 7,500 gross gallons and the minimum delivery for Avgas fuel shall be defined as a full standard transport
tanker load which is equivalent to 8,500 gross gallons. Avfuel reserves the right to impose a surcharge for
deliveries if less than a full tanker load. Any surcharges for orders not meeting minimum gross gallons shall
be disclosed to the City at time of order.
Delivery shall be into tanks designated by the City. Such designation shall be constructed as a warranty
that designated tanks and containment areas have been inspected and approved by the appropriate
regulatory agencies.
i. City shall be responsible for, all unloading operations including the placement of hoses into the
proper storage tanks.
City of Fayetteville, AR
RFP 18-05, Aviation Fuel Services — 08.06.18
Page 6 of 9
ii. City shall specifically designate and gauge the capacity of the tanks into which the product shall be
unloaded shall bear all responsibility of spillage or contamination of the product after it leaves the
end of any properly operating hose provided by Avfuel or its shipping agent.
iii. Access to City's tanks shall be furnished in such a manner that Avfuel or its shipping agent can safely
and conveniently reach City's storage facility with the hoses available, and Avfuel or its shipping
agent may refuse to complete any delivery which Avfuel or its shipping agent determines, in its sole
discretion, cannot be made safely.
Any claim by City of any discrepancy in the quantity of product delivered shall be effective only if made by
written notice via e-mail delivered to Avfuel within before Avfuel or its shipping agent's truck departs the
City's facilities. GIVEN THE NATURE OF THE PRODUCTS, TIME IS OF THE ESSENCE WITH RESPECT TO SUCH
CLAIMS AND NO CLAIM SHALL BE PERMITTED OR EFFECTIVE UNLESS DELIVERED WITHIN THE SPECIFIED
PERIOD.
Customer shall sample and test each shipment of Product prior to delivery using industry standard test
procedures. If Customer determines or suspects non -conformity then Avfuel must be immediately notified,
while the Shipping Agent is still present, and the delivery shall not be completed until either Customer
accepts the Product, acknowledging conformity or Avfuel replaces the Product. Customer will permit
Avfuel access to Customer's premises and records during normal business hours and upon four (4) hours'
telephonic or written Notice to Customer for purposes of investigating any claim of non -conformity. If it is
determined that the Product is non -conforming, Avfuel's sole obligation shall be either (1) replacement of
the non -conforming Product with conforming Product, or (2) removal of the non -conforming Product and
cancellation of the invoice for that Product or refund of the amount paid for that Product, as determined
by Avfuel. Avfuel will be reasonably prompt in its actions hereunder. TIME IS OF THE ESSENCE AND ANY
FAILURE TO FOLLOW THE ABOVE PROCEDURE SHALL VOID THE LIMITED WARRANTY.
13. Limited Warranty. Avfuel warrants that all Products delivered pursuant to this Agreement will, at the time of
delivery, conform to the latest revision of specifications listed below.
a. Aviation Gasoline will conform to the ASTM Specification D910 or as updated by ASTM
b. Jet Fuel will conform to the ASTM Specification D1655 or as updated by ASTM
THE LIMITED WARRANTY STATED ABOVE IS THE ONLY WARRANTY GIVEN BY AVFUEL REGARDING THE PRODUCTS.
AVFUEL DISCLAIMS ANY OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING, WITHOUT LIMITATION, ANY
WARRANTIES OF MERCHANTABILITY OR FITNESS FOR ANY PARTICULAR PURPOSE
14. Compliance with Laws:.
a. Each Party shall, always and in all respects, comply with all federal, state, county and municipal laws,
ordinances, rules and regulations governing its actions in the purchase, storage, handling use and sale of
the Products and all industry standards pertaining thereto, including those that may contain tetraethyl lead
or lead alkyl. Further, each of the Parties agree to use its reasonable best efforts to assist the other Party
in complying with such laws, ordinances, rules and regulations which the other Party may be required to
observe in the performance of its obligations under this Agreement.
b. Each Party shall properly instruct its employees, agents and contractors regarding compliance with all
applicable laws, ordinance, rules, regulations and standards governing the use, sale and distribution of the
Products that are subject to this Agreement.
15. Independent Status:
a. Each Party shall always function as an independent contractor and not as a subcontractor, employee or
other agent of the other Party. Neither Party shall have the authority to and shall not purport to make any
commitments or representations on behalf of the other Party or otherwise to take any actions on behalf of
the other Party.
City of Fayetteville, AR
RFP 18-05, Aviation Fuel Services — 08.06.18
Page 7 of 9
16. Freedom of Information Act: City of Fayetteville contracts and documents prepared while performing city
contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request
is presented to the City of Fayetteville, the contractor will do everything possible to provide the documents in a
prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. 25-19-101 et. Seq.).
Only legally authorized photo coping costs pursuant to the FOIA may be assessed for this compliance.
17. _Changes in Scope or Price: Except as provided in this Agreement, changes, modifications, or amendments in scope,
price or fees to this Agreement shall not be allowed without a prior formal contract amendment approved by the
Mayor and the City Council in advance of the change in scope, cost or fees, which approval shall not be unreasonably
withheld, conditioned, or delayed and provided that if any such amendment is not approved, Avfuel may terminate
this Agreement immediately.
18—Force Maleure: Except as provided below, neither Party shall be responsible for any failure to comply with the
terms of this Agreement due to causes beyond its reasonable control for the period the effects of such causes
continue. These causes shall include but shall not be restricted to: fire, storm, flood, earthquake, explosion,
accident, acts of any local, state or federal authority or agency or of a public enemy, war, rebellion, terrorism,
insurrection, sabotage, epidemic, quarantine restrictions, labor disputes, transportation embargoes or delays, acts
of God and unavailability of the Product. For purposes of this Agreement, the term "unavailable" shall mean that
Avfuel, for any reason whatsoever, including but not limited to government action, reduced or allocated fuel
supplies, lack of transportation or the like, is unable to procure and deliver a specific Product on a commercially
reasonable basis within two (2) days of the specific time requested by City. In that event, and only to the extent of
such unavailability, the Parties hereto shall be relieved of their obligations under the applicable provisions of this
Agreement. If and as applicable, Avfuel will comply with any governmental statute or regulation mandating the
allocation of available supplies of Products. The provisions of this Section shall not apply to the failure of a Party to
pay any monetary amounts when due under this Agreement.
19.-Emerp,encv Purchasing: In the event force majeure is declared, the City reserves the right to obtain such products
or services from any source, including but not limited to this Agreement, which will meet the needs of such
emergency. Avfuel shall not be entitled to any claim or lost profits for products or services procured from other
sources pursuant to this paragraph. Avfuel shall provide the City with contact information of personnel to be used
during emergency situations.
20. Debarment Certification: Avfuel hereby provides debarment/suspension certification indicating compliance with
the below Federal Executive Order. Federal Executive Order (E.O.) 12549 "Debarment and Suspension" requires
that all contractors receiving individual awards, using federal funds, and all sub -recipients certify that the
organization and its principals are not debarred, suspended, proposed for debarment, declared ineligible, or
voluntarily excluded by any Federal department or agency from doing business with the Federal Government.
Avfuel hereby attests its principal is not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency.
21. Severability.: In the event that any court of competent jurisdiction shall determine that any provision of this
Agreement shall be unenforceable, then that provision shall be deemed to be null and void and the remaining
provisions hereof shall remain in full force and effect.
City of Fayetteville, AR
RFP 18 -OS, Aviation Fuel Services -08.06.18
Page 8 of 9
WITNESS OUR HANDS THIS DAY OF ?�I� 2018.
AMELCORPO TION
By:&�'Aah _
s tVAW B. LIGHT
VICE PRESIDENT, ADMINISTRATI Secretary
Pr Nan &Title
ATTF,ST(Signe ie) 4 I
Printed Nome �
Business Address �7�✓, ,���wli'
&d 00�rieK M I W fn
City, State & Zip Code
Date Signed; e —/ '/
Cily of Fayettr_ville, AR
RFP 18-05; Aviation Fuer' Services --08.06.18
Page 9 of 9
ATTEST: (Signature) 111111r
Sondra E. Smith,
�t•`''et1� 1 TREq���ri
city &'M:
=u. VgEnEVILLE A
'►v • kAN• .a �..
AdP,-.dlmlk CITY OF
FAYETTEVILLE
ARKANSAS
RFP 18-05, AVIATION FUEL SERVICES
APPENDIXA —CITY PARTICIPATION IN AVFUEL PROGRAMS
1. BRAND PROGRAM:
a. Avf ,�hhergby licenses City as a dealer ("Branded Dealer") to use Avfuel's Brand Names and Trademarks
subject, w the provisions set forth herein. All trade navies, trademarks, service marks, logos and other
commercia.l'symbiois that Avfuel either owns or has the right to sub -license (the "Intellectual Property")
shall be and remain the property of AvfueI. Further all signs, decals, graphic materials and other tangible
property supplied by Avfuel which bear or are imprinted with any of the Intellectual Property or are used
�to imprint or display the same (the "Branded Property") and all replacements thereof shall be and remain
the property of Avfuel. Any use of the Intellectual Property or the Branded Property by the City otherwise
than'as expressly authorized by this Agreement is hereby expressly prohibited. Upon termination of City's
participation'in the Brand Program City shall, at its expense, de -install and return to Avfuel all salvageable
signage and return or destroy all other items that identify City as a branded Avfuel dealer.
b.-- Avfuel agrees to supply City, for City's use and possession during the term of this Agreement such signs,
decals, credit card imprinters and other graphic materials as Avfuel deems necessary to identify City as an
Avfuel Branded Dealer. Unless otherwise agreed in writing, Avfuel will bear all costs of such materials. City
agrees to honor all Avfuel charge cards, subject to the provisions of the Credit and Charge Card Acceptance
Program set forth below, during City's participation in Avfuel's Brand Program.
c.- City shall be responsible for obtaining all necessary permits and for installation of all Branded Property
including (without limitation) all electrical and other connections and shall make sure that all installations
shall comply with all brand specifications and with all applicable state and local codes, ordinances and
governmental regulations (if any). Unless otherwise agreed in writing, the City will bear all costs of
installation. No signage shall be installed so as to become a fixture upon real property. The use of color
schemes and Intellectual Property painted on facilities and equipment owned by City or others and used in
the conduct of City's business, shall comply with particular and displayed specifications. City shall be
responsible for maintenance and upkeep of Branded Property and Paint -ons, and agrees to keep and
maintain the same at all times in a good, clean, safe, operative and first class condition, neatly painted and
displayed. If any of such installation or maintenance is performed by Avfuel, City agrees to remit upon
demand all costs thereof, including (without limitation) all expenditures for labor, materials and the like. If
any Branded Property is damaged, lost or destroyed while in City's use, possession or control, or if City shall
deliver any of such property to anyone not herein expressly authorized to use or possess it, City agrees to
repair, recover or replace such property forthwith, at City's expense.
d._- City shall keep all Branded Property insured at all times against loss, then, fire or physical damage, up to
the full replacement cost thereof; designating Avfuel as the loss payee. The City shall pay when due all
personal property taxes and assessments assessed against the Branded Property and shall neither suffer
nor permit any lien or encumbrance or any attachment against any of such Branded Property.
e. City agrees that it will not use or display any Branded Property or Intellectual Property:
i. in a manner which causes or is calculated to cause confusion among patrons of City or the general
public as to the type, characteristics, quality, manufacture or sponsorship of any fuel or other
product which City offers for sale;
ii..- for the purpose of selling or promoting the sale of aviation fuel other than fuels supplied by Avfuel;
or
City of Fayetteville, AR
RFP 18-05, Appendix A-08,03,18
Page 1 of 10
iii.- for the purpose of selling or offering for sale any product which has been diluted or adulterated,
whether intentionally or not. City further agrees that it will at all times maintain its facilities and
conduct its operations in compliance with those standards and procedures established from time
to time by Avfuel and applicable to aviation fixed base operators displaying any of the Intellectual
Property. Such standards and procedures may include (without limitation) image quality standards
for the brand displayed, quality control and refueling procedures for products bearing such brand,
and standards for services offered and facilities utilized by City in conjunction with such products.
Avfuel may but shall be under no obligation to conduct periodic tests and inspections as it may
deem appropriate to evaluate compliance with this Agreement. Copies of all test and inspection
reports shall be given to City. It is expressly understood the purpose of any such tests or inspections
is to assist City in complying with the standards set for a Branded Dealer. By performing such tests
or inspections. Avfuel assumes no responsibility for City's failure to comply with the Standards or
for safety hazards, latent or patent, created or maintained by City. If Avfuel determines, in its sole
discretion, that City is or has violated this provision, then Avfuel may suspend or terminate City's
right to use Avfuel Brands and or Trademarks.
f. Avfuel has invited the City to participate as a Branded Dealer on the expectation and condition that
i. -the City's deliveries of aviation fuel at the Delivery Addresses will be limited to deliveries to end
users pursuant to direct sales by the City to those end users and deliveries to purchasers listed as
Contract Fuel City's (a "CFC") to facilitate direct sales by Avfuel to those CFCs pursuant to Avfuel's
Contract Fuel Program (the "CFD Program")
ii. the City will make deliveries of aviation fuel at the Delivery Addresses to purchasers listed as CFCs
only pursuant to the CFD Program and will not make direct sales to those CFCs and (c) except for
sales pursuant to the CFO Program to purchasers listed as CFCs for brokered resale by those CFCs
to end users, the will not make any deliveries of aviation fuel at the Delivery Addresses pursuant to
brokered sales (i.e. sales to end users in which a third party receives a brokerage margin or
commission or other fee from the City or the end user or sales to third parties who resell the fuel
to end users). The City acknowledges that these conditions are necessary to preserve Avfuel's
continuing investment in developing and maintaining Avfuel's Brand Program and that City's failure
to comply with these conditions will result in Avfuel's exercise of the right to discontinue the City's
participation as a Branded Dealer.
g.- Avfuel reserves the unilateral right to amend, suspend, or terminate the Brand Program at any time
effective upon written notice to the City. City may withdraw from this Program upon sixty (60) days' Notice
to Avfuel. Termination of City's participation in this Program shall not be construed as terminating the
Agreement or City's participation in another Program.
2. AVTRIP PROGRAM
a.- Avfuel's AVTRIP Program is a marketing incentive program intended to reward pilots who choose to
purchase fuel and services from participating Av fuel dealers.
b. City will:
i.:- Use its best efforts to enroll pilots in the AVTRIP Program;
ii.- Award all participating pilots two AVTRIP Points for each U.S. gallon of fuel purchased from City
and, at City's discretion, a minimum of one point for each U.S. dollar, or part thereof, spent by a
participating pilot for parts and services at City's facilities:
iii. Pay to Avfuel, by deduction from amounts due to City or in cash if no amounts are due City, $.01
for each AVTRIP point awarded;
iv. Maintain complete records of all points earned by participating pilots;
v._ -Train its personnel in the operation of the AVTRIP Program, and prominently post written
materials relating to AVTRIP in and around its facilities in order to encourage pilot participation in
the program; and
vi. Promptly send all enrollments to Avfuel so that the enrollee can be added to the list of AVTRIP
participants. Not less frequently than every two weeks, City will send Avfuel copies of all records
City of Fayetteville, AR
RFP 18-05, Appendix A — 08.03.18
Page 2 of 10
pertaining to points earned by pilots that have not been previously reported via POS
transmission, and remit to Avfuel all sums due hereunder.
3. Avfuel will:
a. Act as the administrator of the AVTRIP Program; and
b. Include the AVTRIP Program in its local, national and international marketing and advertising efforts as it
deems appropriate to encourage pilot participation in the AVTRIP Program.
The price charged to any pilot for fuel, parts or service shall not be based on whether a pilot participates in the
AVTRIP Program.
Avfuel reserves the unilateral right to amend, suspend, or terminate the AVTRIP Program at anytime effective
upon written notice to the City.
a. Avfuel also reserves the right to terminate any individual's participation at any time for misuse of the
AVTRIP card, violation of the rules of the program, or inactivity for a period of twelve (12) consecutive
months. City may withdraw from this Program upon ninety (90) days' Notice to Avfuel.
b. Termination of City's participation in this Program shall not be construed as terminating the Agreement
or City's participation in any other program.
6. CREDIT AND CHARGE CARD ACCEPTANCE PROGAM
City has been invited and has elected to participate in Avfuel's Credit and Charge Card Acceptance
Program (the "Charge Card Acceptance Program") Accordingly, City may honor any valid credit or charge
card listed as accepted in the most current Acceptable Card List ("ACL") issued by Avfuel and published in
its website at Avfuel.com (the "Accepted Cards") for the purchase by the party to which that card is
issued (the "Cardholder") of products and services if the purchase has been specifically approved by
Avfuel.
City shall prepare a voucher for each transaction (a "Card Transaction") with an Accepted Card (a
"Voucher") and shall promptly submit that Voucher to Avfuel. The term "Voucher" means an
electronically prepared credit card slip or other written record of a credit sale in form acceptable to
Avfuel that has been fully completed by City and for which City is retaining a copy signed a person
authorized to use that Accepted Card (an "Authorized User"). Each Voucher must be submitted
electronically by means of an approved point of sale machine or point of sale software system (a "POS
Device") in accordance with the instructions contained in the then current edition of Avfuel's Manual that
can be viewed or downloaded at Avfuel's website at Avfuel.com. In all Card Transactions, the City is
responsible for making sure that the card presented is an Accepted Card and is not expired and that the
person signing the Voucher is an Authorized User. In Card Transactions where the Voucher is first
prepared manually, the City is also responsible to make sure that the Voucher is complete and legible. If
imprinted and hand-written amounts on a Voucher do not agree the lesser amount shall be presumed to
be correct. The City shall make a manual imprint of all cards electronically processed but requiring that
the card number be entered manually, in order to prove that the card was present at the time of sale.
"Promptly" means batches of Vouchers should be submitted (settled) at least once per day and by 11 :00
PM Central Time but in no case any less frequently than once every 72 hours. City must keep copies of
signed Vouchers and summaries for a period of seven (7) years and supply Avfuel with duplicates if
requested. Manual Card Transactions are for pre -arranged emergency processing only and are not
accepted under most circumstances. Higher discount rates apply for manual Card Transactions and
electronic Card Transact ions not settled and received daily by 11:00 pm Central Time.
Upon receipt from the City of a properly prepared and processed Vouchers together with any necessary
summaries thereof on forms prescribed by Avfuel at its website at Avfuel.com, Avfuel shall, on its normal
schedule, remit to City or, as Avfuel may elect, credit City's fuel purchase account with Avfuel, in an
amount equal to the total face amount of all such Vouchers less such discounts as applicable according to
Avfuel's then current Accounts Receivable Discounts Schedule ("ARDS") issued to City by Avfuel and
subject to adjustments and chargebacks as provided in Section 7 below and less any fees for AVTRIP point
rewards. In addition to any lien rights which Avfuel might otherwise possess as a result of services
provided to the Cardholder, upon City's receipt of the payment or credit from Avfuel for the Vouchers
City of Fayetteville, AR
RFP 18-05, Appendix A — 08.03.18
Page 3 of 10
generated from the City's sales to that Cardholder, the City automatically and irrevocably transfers to Av
fuel any lien rights that City has or may have with respect to any property owned by the Cardholder
arising from the Card Transactions. for which those Vouchers were issued. Avfuel's ARDS is subject to
change upon five (5) days prior written Notice.
d.' City acknowledges merchant processing instructions and rules and regulations established by the issuers
of the Accepted Cards (the " Issuers") in the Issuers' websites that are included in or referenced in
Avfuel's website at Avfuel.com and agrees to abide by these instructions, rules and regulations, as
updated from time to time by the Issuers. Furthermore, City agrees to comply with all Data Security
Standards and Data Security Policies of the Issuers (the "PCI/DSOP Requirements") and certifies to Avfuel
that it is and will continue to be compliant with those PCI/DSOP Requirements. City shall pay any and all
costs incurred/assessed as a result of not being PCI/DSOP compliant. City understands that failure to be
fully compliant with the PCI/DSOP Requirements may result in loss of right to process Card Transaction
under the Charge Card Acceptance Program.
e. - City acknowledges receipt of and agrees to observe, Avfuel's current instructions for recording and
processing Card Transactions that are included in Avfuel's website at Avfuel.com. Avfuel reserves the
right to amend any and all instructions in its website and to add new instructions to its website from time
to time, and City agrees to be bound by all such amendments and new instructions. Avfuel also reserves
the right to issue new or revised forms, POS Machines, software, imprinters, and printers from time to
time, and to issue instructions regarding their use to be effective upon five (5) business days prior written
Notice.
f.== City shall be solely liable and responsible for charging and subsequent remittance of all taxes to the
proper authorities for all Card Transaction regardless of whether charged to purchaser. Avfuel does not
assume any responsibility for the setup, tax rate, reporting or payment of any tax applicable to sales or
other transactions resulting in cred it card accounts receivable and City shall pay for all such taxes due.
CITY IS SOLELY RESPONSIBLE FOR KNOWING THE TAXES THAT MUST BE CHARGED FOR EACH CARD
TRANSACTION AND FOR PROPER SETUP FOR TAXES IN ANY ELECTRONIC SYSTEM AND THE MAINTENANCE
OF THAT ELECTRONIC SYSTEM.
g.- Without limiting the generality of other provisions of this Agreement or in Avfuel's website at Avfuel.com
pertaining to charge backs, it is specifically understood and agreed that Avfuel may decline to accept or, if
accepted, may subsequently charge back to City any Voucher:
i. - Where any of the required information is omitted or illegible;
ii. -That is imprinted or processed with an expired credit card;
iii..7 Covering a purchase not authorized by the Cardholder or involving fraud or any misuse of a credit
card by the purchaser with or without City's knowledge;
iv.- Covering a transaction that has not been authorized by Avfuel or does not carry a valid
authorization code;
v. Covering a transaction or series of related transactions (constituting in the reasonable opinion of
Avfuel a single sale transaction) the aggregate face amount of that exceeds any of the single sale
limitations to which the parties hereto may agree;
vi. — That becomes the subject of a dispute between City and Cardholder, including but not limited to
cases where the City did not conspicuously post at its facility and print on a work order signed by
the Cardholder the City's return pol icy for goods and services.
vii._ _ Where the Authorized User has not received a copy of the Voucher; 7.8. For which City has
received or will receive any payment or reimbursement from any person other than Avfuel;
viii. Where City has granted any right of ownership or security interest to any person other than
Avfuel unless the invoice is accompanied by a written waiver of such interest;
ix._ Presented by City to Avfuel more than ten (10) days after the transaction date;
x. If the Card Transaction occurred or was settled after the date of expiration or termination of this
Agreement;
xi. Created by any person other than City, or in any transaction other than a Card Transaction in
which City has sold merchandise or services to a purchaser presenting an Accepted Card for use
City of Fayetteville, AR
RFP 18-05, Appendix A-08.03.18
Page 4 of 10
in payment for that Card Transaction;
xii.- That are charged back to Avfuel by an Issuer for any reason at all; or
xiii. -That in any other manner does not conform to this Agreement or with Avfuel's or Issuer's
instructions for recording and processing Card Transactions in its website at Avfuel.com.
h. In the event that a charge back exceeds the credit balance in City's fuel purchase account then carried by
Avfuel, City agrees to pay such excess within three (3) days after notice that such excess is due. Upon
reimbursement, title to the Voucher(s) that include such excess and the indebtedness represented
thereby (to the extent of such excess) shall pass to City. If any funds come into Avfuel's possession for any
voucher that has previously been charged back to City, Avfuel will promptly credit the full amount thereof
to City's account. Avfuel's charge back rights and rights of recourse against City shall survive the
termination of this Agreement.
i.J7 Cash advances may not be charged on any Accepted Card and charges for fuel in Vouchers shall only
include charges for fuels from stocks delivered by and purchased from Avfuel.
j.- From time to time, Avfuel will send City a Credit Card Remittance Summary for City's information showing
in such detail as Avfuel may deem appropriate the Card Transactions and amounts that have been
credited to City's account or paid to City during the period since the last report. The failure of Avfuel to
furnish a Summary shall not relieve City of any obligations under the Charge Card Acceptance Program.
City agrees to review all such Summaries promptly after receipt. In any event, City shall be solely
responsible for making sure that it has received proper payment for each Card Transaction submitted.
City shall have forty-five (45) days from the date of a Card Transaction to provide Avfuel Notice that the
Card Transaction has not been properly accounted for or that payment has not been received. If no such
Notice is given, such Card Transaction shall be conclusively presumed to have been settled and closed.
k.- Avfuel reserves the unilateral right to amend, suspend, or terminate Charge Card Acceptance Program at
any time effective upon written notice to the City. City may withdraw from the Charge Card Acceptance
Program upon 60 days' Notice to Avfuel. Termination of City's participation in the Charge Card
Acceptance Program shall not be construed as terminating the Agreement or City's participation in any
other Program.
I.- This Charge Card Acceptance Program is further governed by the Avfuel Corporation AFSA General Terms
and Conditions, latest edition, as updated from time to time and published at Avfuel.com. In the case of
conflicts, the terms of this Charge Card Acceptance Program shall prevail.
7.0 CONTRACT FUEL DEALER PROGRAM
a.- City has been invited and has elected to participate in Avfuel's Contract Fuel Dealer Program (the "CFD
Program"). Accordingly, City agrees to sell and deliver to clients who participate in Avfuel's Contract Fuel
Program (the "CFCs" or a "CFC" as the context may require) aviation fuel supplied by Avfuel and other
products and services supplied by the City. A CFC is a person or entity that has executed a Contract Fuel
User's Agreement with Avfuel or that is specifically authorized in writing, in accordance with authorization
procedures established from time to time by Avfuel and is included in a listing of purchasers eligible to
purchase aviation fuel and other products and services under the CFD Program. The City will secure
authorization from Avfuel before completing a sale to :1 CFC and the failure to obtain such authorization
may result in Avfuel's dishonor of the invoice for that sale.
b. Subject to agreement between City and Avfuel, Products supplied hereunder shall be supplied from
either Avfuel inventory on site or from City inventory. If, as a convenience to City, Avfuel maintains
inventory at City's facility then City agrees to the following: (a) if Avfuel's inventory is held separately in a
segregated storage facility, City will withdraw fuel from that facility only to supply authorized CFCs and (b)
if Avfuel's inventory is comingled with the inventory of the City (and, if applicable, third parties) in
unsegregated facilities, City will not use or permit others to use Avfuel's inventory to supply parties other
than authorized CFCs and to that end City shall not at any time make or permit withdrawals from that
facility that would reduce the fuel in such facilities below the level of Avfuel's inventory (and, if applicable,
the inventories of third parties).
i. - City shall measure Avfuel's inventory and reconcile that inventory on an ongoing basis.
City of Fayetteville, AR
RFP 18-05, Appendix A — 08.03.18
Page 5 of 10
Reconciliation reports, in a form satisfactory to Avfuel, shall be delivered to Avfuel no later than
the 5th day following the end of each month. If Avfuel's inventory is commingled in an
unsegregated storage facility, gains and losses shall be allocated proportionally to the parties
sharing the storage facility based on receipts of fuel during the month and losses shall be limited
to no more than .25% of total receipts for per annum.
ii.— Book inventory shall be adjusted to coincide with actual inventory each month. Unless the
Products are contaminated by an act or omission of Dealer, Avfuel will be liable if the Products do
not conform to specifications. If the Products are supplied from the City's inventory, the City will
be liable if the Products do not conform to specifications. City shall maintain Avfuel's inventory
level in accordance with Avfuel's guidelines and shall specify when ordering fuel whether that fuel
is for City's or Avfuel's inventory (which is subject to approval by Avfuel).
c.- Under the CFD Program, all aviation fuel delivered by the City to a CFC will be deemed sold by Avfuel and
will be at the prices and terms independently established between Avfuel and the CFC If Avfuel maintains
an inventory of aviation fuel at the City's facilities, then aviation fuel supplied by the City to CFCs will be
drawn from Avfuel's inventory. If Avfuel does not maintain an inventory of aviation fuel at the City's
facilities, then aviation fuel supplied to a CFC is drawn from the City's inventory and Avfuel will account
for that aviation fuel by issuing a credit to the City equal to the City's cost for that aviation fuel, including
applicable taxes, based upon the City's cost for the last load of aviation fuel purchased from Avfuel prior
to the date of supply to the CFC.
d.- The charges for all aviation fuel supplied to the CFC will be payable solely to Avfuel. Avfuel will be
responsible for collecting and remitting any taxes imposed thereon by any local, state or federal taxing
authority. Avfuel will invoice and collect those charges and taxes from the CFC. Avfuel, as the seller of all
aviation fuel supplied to the CFC, will be the holder of and have the sole right to exercise all lien rights
under applicable law on the aircraft into which that aviation fuel is supplied. In addition to any lien rights
which Avfuel might possess as a result of services provided to a CFC, upon City's receipt of the credit from
Avfuel for the vouchers generated from the City's deliveries of fuel to that CFC, the City automatically and
irrevocably transfers to Avfuel any lien rights that City has or may have with respect to any equipment or
other property owned by the CFC arising from such deliveries of fuel.
e.- In all sales of aviation fuel drawn from Avfuel's inventory, title to that aviation fuel will be retained by
Avfuel until the point in time that the aviation fuel enters into the aircraft of the CFC, at which point in
time title will pass to the CFC. In all sales of aviation fuel drawn from City's inventory, title to that aviation
fuel will be retained by the City until the point in time that the aviation fuel enters into the aircraft of the
CFC, at which point in time title will pass instantaneously first to Avfuel and then to the CFC. The risk of
loss or contamination of aviation fuel will be borne at each point in time by the party who or which holds
title to that aviation fuel at that point in time. If, while Avfuel holds title, any aviation fuel is lost or
contaminated as a result of the acts or omissions of the City, then the City will be liable to Avfuel for that
loss or contamination.
f.- The into -wing services provided by the City in delivering the aviation fuel to the CFC and any other
services or products other than aviation fuel to the CFC for which a fee is charged will be deemed sold by
the City to the CFC. The City's fees for into -wing services will be at a charge equal to the lowest charge
imposed by the City to any other purchaser of aviation fuel at the FBO, less the discount that would be
applicable to that charge under Avfuel's Credit and Charge Card Acceptance Program (in that Avfuel will
incur the discount in collecting that charge from the CFC). All other services and products will be supplied
at the City's normally established rates. Such other products may include, without limitation, lubricants,
spare parts, food and other amenities. Such other services may include, without limitation, flowage fees,
tic -down services, catering services and similar services that expedite deliveries and facilitate
arrangements for the CFC. No cash advances will be permitted as "other products or services". The City
will supply all such other products or services as an independent contractor to the CFC and not as an
agent or a subcontractor of Avfuel.
g. All other products and services that are supplied by City to CFCs will be provided in accordance with
procedures and quality standards that are commercially reasonable and that comply with all legal
City of Fayetteville, AR
RFP 18-05, Appendix A-08;03:18
Page 6 of 10
requirements in the jurisdiction where the City's facilities are located. City will be solely liable if such
other products and services do not conform to such standards, procedures or requirements.
h.- The charges for all other products and services supplied by the City to the CFC will be payable solely to
the City. The City will be responsible for collecting and remitting any taxes imposed thereon by any local,
state or federal taxing authority. City may directly invoice and collect such charges from the CFC.
Alternatively, at the City's option, City may assign to Avfuel for collection the account receivable from the
CFC for other products and services supplied by the City (a "CFC Receivable"). If the City assigns a CFC
Receivable to Avfuel, then Avfuel will issue a credit to the City's account for the amount of that CFC
Receivable and Avfuel will thereafter invoice, collect and retain those charges from the CFC.
i. 7 Any fees for any services supplied by the City in the delivery of aviation fuel to a CFC, including, without
limitation any flowage fees or into -wing fees, will be earned by the City only after it has completed
delivery of the entire load of aviation fuel into the aircraft of the CFC and title to that aviation fuel has
passed to the CFC. Initial into -wing fees are established in the Special Terms and Conditions and, subject
to the "most favored City" provision in Paragraph 6, City may change those fees upon seven (7) days
written Notice to Avfuel.
j.,- City will generate a written record (a "Ticket") of all aviation fuel supplied to a CFC at the City's facility.
Each Ticket will include the following information: the CFC's name; the authorization number; pilot's
name; aircraft registration number: flight or ID number provided by the CFC if applicable, transaction
date(s); and type and quantity of fuel products provided, as measured in U.S. gallons. In addition, if the
City assigns to Avfuel the CFC Receivable for other products and services supplied by the City to the CFC,
the City will include in the Ticket the type and quantity of such other products or services and the charges
payable by the CFC for such other products or services. Any charges for such other products or services
must be separately stated and clearly identified as fees charged by the City that are separate from and
independent of the amounts charged by Avfuel for aviation fuel. The pilot or other responsible
representative of the CFC shall sign and be given a copy of the completed Ticket.
k.Ei The Ticket (or all information required to be shown on the Ticket) for each sale to a CFC shall be delivered
to Avfuel by POS Transmission or facsimile within twenty-four (24) hours following the completion of that
sale. The original Tickets shall be kept on file by City for a period of five (5) years from the invoice date
and will be sent to Avfuel upon request. Avfuel will from time to time provide City with instructions for
processing these transactions and may provide the forms for doing so. Avfuel reserves the right to change
these procedures upon seven (7) days written Notice to City.
L. The total amount due with respect to each Ticket shall be paid or credited to City's by Avfuel within ten
(10) days following Avfuel's receipt of the Ticket.
m. -Except as provided herein, all Tickets will be accepted by Avfuel without recourse. The exceptions are: a)
City warrants the validity of all charges, and any charge that is disputed by the CFC, correctly or
incorrectly, on grounds that the charge is invalid or inaccurate or that the aviation fuel , products or
services supplied were unsatisfactory may be charged back to City at Avfuel's option; b) charges not
previously authorized by Avfuel may be charged back to City at Avfuel's option; and c) any Ticket that is
incomplete, illegible, or is otherwise not prepared in accordance with Avfuel's processing instructions
may be charged back to City at Avfuel's option.
n.- Avfuel has invited the City to participate as a CFD in the CFD Program on the expectation and condition
that (a) the City's deliveries of aviation fuel at the Delivery Addresses will be limited to deliveries to end
users of that fuel pursuant to direct sales by the City to those end users and deliveries to purchasers
listed as CFCs to facilitate direct sales by Avfuel to those CFCs pursuant to the CFD Program, (b) the City
will make deliveries of aviation fuel at the Delivery Addresses to purchasers listed as CFCs only pursuant
to the CFD Program and will not make direct sales to those CFCs and (c) except for sales pursuant to the
CFD Program to purchasers listed as CFCs for brokered resale by those CFCs to end users, the City will not
make any deliveries of aviation fuel at the Delivery Addresses pursuant to brokered sales (i.e. sales to end
users in which a third party receives a brokerage margin or commission or other fee from the City or the
end user or sales to third parties who resell the fuel to end users). The City acknowledges that these
conditions are necessary to preserve Avfuel's continuing investment in developing and maintaining the
City of Fayetteville, AR
RFP 18-05, Appendix A-08.03-18
Page 7 of 10
network of participating fixed base operators and participating end users for the CFD Program and that
City's failure to comply with these conditions will result in Avfuei's exercise of the right to discontinue the
City's participation in the CFD Program.
o.- Avfuel reserves the unilateral right to amend, suspend, or terminate the CFD Program at any time
effective upon written notice to the City. City may withdraw from the CFD Program at any time upon 60
days' Notice to Avfuel. Termination of City's participation in this Program shall not be construed as
terminating the Agreement or City's participation in any other Program.
8. EQUIPMENT LEASE PROGRAM
a.- City has elected to participate in Avfuel's Equipment Lease Program. Accordingly, Avfuel, either for its own
account or through one of its subsidiaries, agrees to deliver and lease the equipment identified (the
"Equipment") at the lease rates shown in this Contract for its sole use. All additional equipment or
replacement equipment delivered to City but not listed in the contract shall also constitute Equipment
subject to the provisions of this section. For example, City may lease POS equipment from Avfuel at the
then current lease price. City hereby agrees to pay Avfuel in advance the monthly lease payments prorated
for any partial month. Avfuel may increase the rent during the term of the Lease upon 30 days written
Notice. City shall be permitted to notify Avfuel within the first 15 days of that Notice period of its intention
to terminate the lease effective on the date that the increase goes into effect. If Avfuel rescinds the rate
increase, the lease shall continue in effect at the then current rates. If it does not rescind the increase, the
lease shall expire on the date the increase goes into effect. Unless otherwise agreed, the term of the lease
of each item of Equipment (a "Lease") shall correspond to the term of this Agreement.
b.17 Avfuel will advance the costs for the transport of the Equipment from the Avfuel facility to the City's
facility and the responsibility for those costs will be as follows: (a) if the initial term of the Lease is less
than five (5) years, at the time of delivery of the Equipment Avfuel will invoice the City for those advanced
costs and the City will pay that invoice within twenty (20) days; (b) if the initial term of the Lease is five (5)
years or more but is terminated before the end of the first five (5) years of that initial term as a result of
the default by the City (truck lease being terminated for any reason other than a Default by Avfuel), then
at the time of that termination, Avfuel will invoice the City for those advanced costs and the City will pay
that invoice within twenty (20) days; and (c) if the initial term of the Lease is at least five (5) years and is
not terminated before the end of that initial term, then Avfuel will bear those advanced costs without any
right of reimbursement from the City. Based upon the assumption of a five (5) year term, City's rent for
the first year of this Agreement shall be abated; provided, however, if City terminates this Agreement
before the fifth anniversary of the Effective Date, City shall be required to reimburse Avfuel the pro rata
portion of rent abated.
c. City shall inspect the Equipment and shall make written notes as to any defects that are observed. A copy
of all such notes shall be faxed or emailed to Avfuel within forty-eight (48) hours after the Equipment is
delivered to the City. The failure to make and deliver those notes within that period will constitute the
City's acknowledgement that there were no defects in the Equipment at the time delivered to the City.
d.-= Avfuel warrants that it has all necessary rights to lease said Equipment to City. Further, the parties agree
that as between themselves, Avfuel has title to the Equipment and City shall keep the Equipment free of
liens and shall not do or permit anything to be done that will prejudice the title of Avfuel, or it's rights in
the Equipment. Each item of Equipment shall bear a legend denoting it as the property of Avfuel and City
shall not remove or deface that legend under any circumstances. City also agrees and understands that
Avfuel may file such evidence of its ownership of the equipment as may be necessary in the state where
the equipment is located.
e. AVFUEL MAKES NO WARRANTY, EXPRESS OR IMPLIED, REGARDING DEFECTS IN MATERIAL, WORKMANSHIP,
DESIGN, CAPACITY, MERCHANTABILITY OR FITNESS OF THE EQUIPMENT FOR ANY PURPOSE, OR WHICH
City of Fayetteville, AR
RFP 18-05, Appendix A — 08 03.18
Page 8 of 10
EXTEND BEYOND THE DESCRIPTION OF THE EQUIPMENT THAT APPEARS IN THE SPECIAL TERMS AND
CONDITIONS.
f. Any of the Equipment that is used to store, or transport Products shall be used solely for storing or
transporting Products supplied to City under this Agreement.
g. The Equipment shall not be moved from the facility to which it was delivered nor operated on any public
road without the prior written consent of Avfuel.
h. City will comply with all laws, ordinances and regulations applicable to the possession, operation or use of
the Equipment and will demonstrate compliance upon request.
i. The maintenance obligations with regard to the Equipment are as follows:
i. Except as set forth in the section below, City will maintain the Equipment in as good a condition
as it was on the day of delivery, normal wear and tear excepted. City shall, at its sole expense,
provide all preventative maintenance (including but not limited to lubrication, oil and filter
changes, etc.), repairs, and replacement parts as are necessary to preserve the Equipment in
good operating condition and in compliance and in conformity with all laws, rules, regulation, and
industry standards which are applicable to the operation of the Equipment. City shall also be
responsible for all meter calibration and certification (meters are not calibrated or certified when
delivered) and all tire maintenance, repair, and replacement. CHANGING ATIRE ON A REFUELER
TRUCK IS VERY DANGEROUS AND MUST NOT BE ATTEMPTED BY UNTRAINED PERSONNEL. CITY
AGREES THAT IT WILL PERMITTIRESTO BE CHANGED ONLY BY AN OUTSIDE CONTRACTOR WHO IS
PROFESSIONALLY TRAINED TO DO SUCH WORK. City shall keep complete and accurate
maintenance records and Avfuel is entitled to inspect the Equipment and the maintenance
records at any time during regular business hours. At Avfuel 's option, any item of repair or
Maintenance that would be the responsibility of City may be performed by Avfuel and billed back
to City as additional rent. City shall not make any alterations or modifications to the Equipment of
any kind including but not limited to painting, mounting of radios or antennas, applying decals or
lettering without the prior express written consent of Avfuel.
ii. Avfuel shall be responsible for the following refueler truck repairs when, in its opinion, repair is
necessary: overhauls or replacement of the engine, transmission, differential, or Belly valve.
Avfuel shall be permitted access to the Equipment at any reasonable time in order to perform the
repairs and modifications which are its obligation hereunder. Repairs and maintenance to be
performed by Avfuel shall be completed within a reasonable time after it learns of the need for
such repairs. Avfuel assumes no responsibility for loss of use or any other items of ancillary
damage, which may be caused by, or result to City by reason of the fact that the Equipment
becomes inoperable. If any such repair or maintenance is required as the result of intentional
conduct, negligence, or failure to perform repair or maintenance on the part of City or any of
City's agents or employees, City shall be liable for all costs associated with performing such
repairs and/or maintenance.
City shall be responsible for all Federal, State, and local taxes, fees, etc. that are assessed on the use or
value of the Leased Equipment, including but not limited to, personal property, sales, and use taxes.
City shall secure insurance against any damage to or loss of the Equipment with coverage equal to the
actual cash value of the Equipment and with the limitation of that coverage not less than the amount
specified for that Equipment in the Special Terms and Conditions, Insurance policies shall be issued by
insurance companies acceptable to Avfuel (which acceptance may not be unreasonably withheld), shall
name Avfuel, or its subsidiary as loss payee, and shall provide for at least thirty (30) days' written Notice
to Avfuel prior to cancellation or modification. City shall maintain such policies in full force and effect for
the equipment for so long as City continues to lease that Equipment.
City of Fayetteville, AR
RFP 18-05, Appendix A-08.03,18
Page 9 of 10
I. AVFUEL AND/OR THE OWNER OF THE EQUIPMENT SHALL NOT LIABLE FOR CLAIMS, LIABILITIES, LOSSES,
EXPENSES (INCLUDING ATTORNEY'S FEES), OBLIGATIONS AND CAUSES OF ACTION FOR INJURY TO OR
DEATH OF ANY AND ALL PERSONS, OR FOR DAMAGE TO OR DESTRUCTION OF ANY OR ALL PROPERTY
ARISING OUT OF OR RESULTING FROM THE CONDITION, EXISTENCE, USE OR MAINTENANCE OF THE
EQUIPMENT.
m. Upon termination of any Lease, at any time and for any reason, City shall (a) return the Equipment to
Avfuel in as good condition as when City received it, normal wear and tear excepted, (a) pay for any
necessary repair and replacement of any damages or missing Equipment, and (c) pay all costs for the
transport of the Equipment from the City's facility to Avfuel's facility. If City breaches any of these
commitments, Avfuel may advance those costs and invoice the City for those costs and the City will pay
that invoice within twenty (20) days.
n. Avfuel reserves the unilateral right to amend, suspend, or terminate the Equipment Lease Program at any
time effective ninety (90) days after written notice to the City. Termination of this Program shall not be
construed as terminating the Agreement or City's participation in any other Program.
o. Vehicle Maintenance Schedule: The City shall be responsible for the following chassis maintenance
schedule on vehicles leased from Avfuel. All other repairs
i. Chassis Maintenance: Daily
1. Check engine oil level
2. Check coolant level
3. Drain water separator as needed
4. Inspect lights, mirrors, tires, etc.
5. Check brake operation
6. Inspect for any external leaks
7. Inspect air restriction indicator
Chassis Maintenance: Every 6 Months or 350 Hours
1.
Change engine oil and filter
2.
Inspect belts
3.
Clean fuel filter pre -strainer
4.
Inspect and lube chassis and suspension
5.
Check and fill all fluid levels
iii. Chassis Maintenance: Every 12 Months or 700 Hours
1.
Check and replace air filter as needed
2.
Change fuel filter
iv. Chassis Maintenance: Every 24 Months or 2400 Hours
Drain and flush cooling system
City of Fayetteville, AR
RFP 18-05, Appendix A — 08.03.18
Page 10 of 10
Aft CITY OF
FAYETTEVILLE
ARKANSAS
RFP 18-05, AVIATION FUEL SERVICES
APPENDIX B -SCOPE OF WORK
Subject to the terms of the Agreement, AvFuel agrees to work with the City to achieve the following Objectives,
Deliverables, and Streamlining Operations to Improve Efficiencies at no additional costs:
1.11 Objectives: Subject to the terms of the Agreement, Avfuel shall work with the City to achieve the following
objectives:
a. LE.] Uninterrupted fuel supply
b.❑ Increased fuel sales
c.❑ Greater connectivity and visibility with targeted customers and prospects
d.❑ Streamlined operations to optimize efficiency
e.❑ Improved loyalty among existing customers
f.❑ Maintain agreed upon effective short-term and long-term growth strategies
g.❑ Drive traffic to Drake Field, an identified client of the AvFuel Network
h.❑ Effecting management of market fluctuations, weather emergencies and refinery disruptions
i.❑ Supply the City with operational solutions, technical expertise, training, sales and marketing support, and
valuable network connections.
2.11 Deliverables:
a.❑ Maintain large share market network, currently more than 650 dealers and 3,000 into -wing locations
around the world.
b.❑ Maintain cost-plus rates on jet fuel to attract high-volume customers.
c.❑ Endeavor to actively and consistently direct flights to Fayetteville, AR to increase fuels sales
d.❑ Immediately upon contract signature enroll the City into AvFuel's rewards program, currently known as
AvTrip.
i.0 Enrollment of AvTrip shall include efforts to increase fuel sales and maintain current standards for
registered members and active members (currently 47,000+ registered with 25,000+ active
members per quarter).
e.❑ Visibility and Exposure to Increase Awareness: AvFuel shall work with the City to increase the FBO's
visibility and exposure in the marketplace. This deliverable shall be completed within ninety (90) calendar
days after contract award. Visibility and exposure shall include:
i.. -An innovative marketing plan inclusive of customized strategies to identify actionable items and
clear deliverables.
ii.❑ Utilize communication platforms with innovative technologies
iii.— Interface with various markets to provide with creative solutions to increase fuel sales
iv.- Provide training to the City on how to implement and sustain an effective advertising, marketing
and public relations plan.
f.❑ AvFuel shall use statistical data from a variety or resources to bring knowledge of flight patterns and
buying history to support trained sales approach.
g.- AvFuel shall provide the City with the following information to assist with targeted sales strategies
i.-_ FAA data of flight activity
ii. - Access to TRAQPak/Amstat databases for current and historic aircraft activity analysis
City of Fayetteville, AR
RFP 18-05, Appendix B—finalized 08,03.18
Page 1 of 2
iii. - Market intelligence reporting
iv.` Historical data mining
v.-Avfuel's customer database access
3.L__ Streamlining Operations to Improve Efficiencies: AvFuel systems shall be designed to improve safety, optimize
efficiency and increase customer satisfaction.
a.` Risk Management: AvFuel shall allow the City access to its insurance subsidiary, Avsurance, to assist with
aviation -related risk management solutions.
b.❑ The Avfuel Hub: The City shall have access to Avfuel's proprietary web -based point-of-sale and processing
system to centralize and streamline the sale of fuel, products and service. Avfuel Hub shall be fully
integrated with Avfuel Contract Fuel and AVTRIP.
c.❑ Training
i.'- Fuel Handling — AvFuel shall provide comprehensive online fuel safety and quality assurance
training program for both new employees and recurrent training. Avfuel shall provide FAA
Approved Part 139 Fire Safety and Fuel Quality Assurance Training for Supervisors.
ii.J Customer Service — Avfuel shall provide high-level customer service training through the online
Avfuel Training System. Training shall include essential elements comparable to world renowned
Ritz Carlton, Dale Carnegie and Disney training, but formatted specifically for FBOs.
iii.E Sales Training — AvFuel shall provide the City with upselling techniques for significantly increasing
fuel sales. AvFuel shall provide training to the City's FBO staff how to strategically approach each
customer transaction, making use of various upsell techniques and AvFuel programs, thus laying
the groundwork for repeat business.
d.❑ Fueling Equipment — Avfuel shall endeavor to maintain an industry leader reputation in the design,
building and maintenance of refuelers featuring advanced, but proven, technologies. AvFuel shall fit the
City's FBO equipment to meet and comply with day-to-day operations.
e.❑ Quality Assurance — Avfuel's Fuel Quality Assurance team shall be available on a 24/7/365 basis to advise
the City on the proper handling of aviation products.
f.❑ Parts and Supply —AvFuel shall make available to the City its parts and supply division to provide the City's
FBO with replacement parts.
City of Fayetteville, AR
RFP 18-05, Appendix B—finalized 08.03,18
Page 2 of 2
JAVSLJIAIVGE
ORPORATION
CERTIFICATE OF INSURANCE
THIS IS TO CERTIFY TO:
Fayetteville Municipal Airport
City of Fayetteville
113 W. Mountain
Fayetteville, AR 72701
THAT THE FOLLOWING POLICY OF INSURANCE HAS BEEN ISSUED TO
AVFUEL CORPORATION, ET AL
47 W. ELLSWORTH ROAD, ANN ARBOR, MI 48108
Appendix C
POLICY NUMBER: B0180AV1800771 POLICY PERIOD: 05/01/18 TO 05/01/19
INSURANCE COMPANY:
VARIOUS UNDERWRITERS AT LLOYD'S OF LONDON
DESCRIPTION OF COVERAGE AND LIMITS OF LIABILITY
AIRCRAFT PRODUCTS/COMPLETED OPERATIONS AND GROUNDING LIABILITY
Limits of Liability, including Defense and Settlement Costs and Supplementary Payments.
Coverage A: $50,000,000 Each Occurrence and in the Annual Aggregate
Coverage A: Included Completed Operations Coverage
Coverage B: $50,000,000 Each Grounding and in the Annual Aggregate
Coverage A & B: $50,000,000 Annual Aggregate
Coverage afforded by Policy Number B01 80AV1 800771 shall be in excess of the primary limits maintained by
the Certificate Holder of which Certificate of Insurance evidencing coverage is on file with Various Underwriters
at Lloyds of London. The Certificate Holder's liability limit shall remain during this policy period at a minimum of
$1,000,000 each occurrence/aggregate for products/completed operations. The Certificate Holder is included
as an additional insured as respects to coverage provided by Policy Number B01 80AV1 800771 and shall only
apply as respects to fuel supplied by the Named Insured to the Certificate Holder.
VARIOUS UNDERWRITERS AT LLOYD'S OF LONDON HAVE MADE PROVISIONS TO GIVE THE CERTIFICATE HOLDER PROMPT NOTICE OF CANCELLATION OF ANY
POLICY ABOVE, BUT VARIOUS UNDERWRITERS AT LLOYD'S OF LONDON ASSUMES NO RESPONSIBILITY FOR FAILURE TO PROVIDE SUCH NOTICE. THIS
CERTIFICATE DOES NOT CHANGE IN ANY WAY THE ACTUAL COVERAGES PROVIDED BY THE POLICY/IES SPECIFIED ABOVE
BY: ikvA-7wA ril5 2018
PAUTI IOR17ED RE PRE TO DAY'S DATE
AVSURANCE CORPORATION, 47 W. EL-SWORTH RD., ANN ARBOR, MI 48108
RFP 18-05, Addendum 1
Date: Friday February 16, 2018
To: All Prospective Vendors
From: Les McGaugh-479.575.8220—Imcgaugh@fayetteville-ar.&ov_
RE: RFP 18-05, Aviation Fuel Services
Appendix D
49. �n CITY OF
ARKANSAS
This addendum is hereby made a part of the contract documents to the same extent as though it were originally included
therein. Bidders should indicate their receipt of same in the appropriate blank of the Bid Form. BIDDERS SHOULD
ACKNOWLEDGE THIS ADDENDUM ON THE DESIGNATED LOCATION ON THE BID FORM.
1. The airport has sold 370,000 gallons annually. Gallon breakdown per fuel type for 2017: AVGAS - 65,802
gals; Jet A - 364,548 gals
2 . Gallon size per type of aviation product of each truck are: Jet A truck 87 holds 3,000 gallons. Jet A truck
36 holds 2,000 gallons. AVGAS truck 88 holds 1,200 gallons
3. Quantity of refuelers per type are: 2 Je to trucks, 1 AVGAS truck
4 . Current age of truck 87 2004, truck 88 2001, truck 36 2002
5. This will be a branded dealer location.
6. Proposer shall show price per gallon for fuel (Platt's/OPIS/rack) plus mark-up. Mark-up shall be included in
proposal. A copy of the price -basis listing (Platt's/OPIS and rack price) shall be attached to fuel invoicing.
City of F a y e t f e v l l l e, A R
R I= P 18-05 , Ad d C 1-1
P a g e 1 1 1
Telecommunications, Device for the Dcaf 3`0014?9152' 113 west Mountain- AR 7.701
CITY Q i~ City of Fayetteville, Arkansas
F AY E T T E V I L L E Purchasing Division —Room 306
113 W. Mountain
ARKANSAS Fayetteville, AR 72701
Phone: 479.575.8220
TDD (Telecommunication Device for the Deaf): 479.521.1316
REQUEST FOR PROPOSAL: RFP 18-051 Aviation Fuel Services
DEADLINE: Wednesday February 21, 2018 before 2:00:00 PM, local time
RFP DELIVERY LOCATION: Room 306 —113 W. Mountain, Fayetteville, AR 72701
PURCHASING AGENT: Les McGaugh, Imc.gaugh@fayetteville-ar.gov
DATE OF ISSUE AND ADVERTISEMENT: Wednesday, Jan. 24, 2018
REQUEST FOR PROPOSAL
RFP 18-05, Aviation Fuel Services
No late proposals shall be accepted. RFP's shall be submitted in sealed envelopes labeled with the project
number and name as well as the name and address of the firm.
All proposals shall be submitted in accordance with the attached City of Fayetteville specifications and bid
documents attached hereto. Each Proposer is required to fill in every blank and shall supply all information
requested; failure to do so may be used as basis of rejection. Any bid, proposal, or statements of qualification
will be rejected that violates or conflicts with state, local, or federal laws, ordinances, or policies.
The undersigned hereby offers to furnish & deliver the articles or services as specified, at the prices & terms stated
herein, and in strict accordance with the specifications and general conditions of submitting, all of which are made a part
of this offer. This offer is not subject to withdrawal unless upon mutual written agreement by the Proposer/Bidder and
City Purchasing Agent.
Name of Firm:
Contact Person -
E -Mail:
Business Address
City:
Signature:
City of Fayetteville, AR
RFP 18-05, Aviation Fuel Services
Page 1 of 20
State:.
Title:
Phone:
Date:
im
City of Fayetteville
RFP 18-05, Aviation Fuel Services
Advertisement
City of Fayetteville, AR
Request for Proposal
RFP 18-05, Aviation Fuel Services
The City of Fayetteville, Arkansas is requesting proposals from qualified firms capable of providing aviation fuel
and refueling equipment services for a one (1) year contract with four (4) automatic renewals for a total of a
five (5) years.
To be considered, sealed proposals shall be received at the City Administration Building, City Hall, Purchasing —
Room 306, 113 West Mountain, Fayetteville, Arkansas, by Wednesday, February 21, 2018 before 2:00:00 PM,
local time. No late submittals shall be accepted.
Project documents & addendums can be obtained by request from the City of Fayetteville via request from Les
McGaugh, Purchasing Agent at Im:cgaugh@fayettevilie-ar.gov or (479)575-8220. The invitation to bid, notice of
and addenda issued will be made publically available at http:Ilfayetteville-ar.yv�bids. All questions regarding
the process should be directed to Les McGaugh.
Proposals submitted shall be qualified to do business and licensed in accordance with all applicable laws of the
state and local governments where the project is located.
Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified small, minority
and women business enterprises to bid on and receive contracts for goods, services, and construction. Also,
City of Fayetteville encourages all general contractors to subcontract portions of their contract to qualified
small, minority and women business enterprises.
The City of Fayetteville reserves the right to reject any or all proposals and to waive irregularities therein and all
Proposers shall agree that such rejection shall be without liability on the part of the City of Fayetteville for any
damage or claim brought by any Proposer because of such rejections, nor shall the Proposers seek any recourse
of any kind against the City of Fayetteville because of such rejections. The filing of any Proposal in response to
this invitation shall constitute an agreement of the Proposer to these conditions.
CITY OF FAYETTEVILLE, AR
By: Les McGaugh
Title: Purchasing Agent
Ad date: 01/24/18
City of Fayetteville, AR
RFP 18-05, Aviation Fuel Services
Page 2 of 20
City of Fayetteville
RFP 18-05, Aviation Fuel Services
Appendix
SECTION:
PAGE NUMBER
Cover Page
01
Advertisement
02
SECTION A: General Terms & Conditions
04
SECTION B: Vendor References
14
SECTION C: Scope of Services and General Information
15
SECTION D: Submittal Signature
21
City of Fayetteville, AR
RFP 18-05, Aviation Fuel Services
Page 3 of 20
City of Fayetteville
RFP 18-05, Aviation Fuel Services
SECTION A: General Terms & Conditions
1. SUBMISSION OF A PROPOSAL SHALL INCLUDE;
Each proposal shall contain the following at a minimum. Proposer must also address detailed requirements
as specified in the Scope of Work.
a. A written narrative describing the method or manner in which the Proposer proposes to satisfy
requirements of this RFP in the most cost-effective manner.
b. A description of the Proposer's experience in providing the same or similar services as outlined in
the RFP. This description should include the names of the person(s) who will provide the
services, their qualifications, and the years of experience in performing this type of work. Also,
include the reference information requested in this RFP.
c. The complete fee and cost to the City for all services outlined in this RFP.
d. Statement should be no more than twenty-five (25) pages; single sided, standard, readable, print
on standard 8.5x11 papers. Proposers shall also submit a three (3) page (maximum) executive
summary. The following items will not count toward the page limitations: appendix, cover sheet,
3 -page executive summary, resumes (resumes shall be no more than 1 page per person), and
forms provided by the City for completion.
e. All Proposers shall submit six (6) identical sets of the proposal as well as one (1) electronic copy
on a properly labeled CD or other electronic media device. The electronic copy submitted should
be contained into one (1) file. The use of Adobe PDF documents is strongly recommended. Files
contained on the CD or electronic media shall not be restricted against saving or printing. The
electronic copy shall be identical to the original papers submitted inclusive of City forms for
completion. Electronic copies shall not be submitted via e-mail to City employees by the
Proposer.
Proposals will be reviewed following the stated deadline, as shown on the cover sheet of this
document. Only the names of Proposers will be available after the deadline until a contract has
been awarded by the Fayetteville City Council. All interested parties understand proposal
documents will not be available until after a valid contract has been executed.
g. Proposers shall submit a proposal based on documentation published by the Fayetteville
Purchasing Division.
Proposals shall be enclosed in sealed envelopes or packages addressed to the City of Fayetteville,
Purchasing Division, Room 306, 113 W. Mountain, Fayetteville, AR 72701. The name, address of
the firm and Bid, RFP, or RFQ number shall be on the outside of the packaging as well as on any
packages enclosed in shipping containers or boxes.
i. Proposals must follow the format of the RFP. Proposers should structure their responses to
follow the sequence of the RFP.
j. Proposers shall have experience in work of the same or similar nature, and must provide
references that will satisfy the City of Fayetteville. Proposer shall furnish a reference list of
City of Fayetteville, AR
RFP 18-05, Aviation Fuel Services
Page 4 of 20
clients for whom they have performed similar services and must provide information as
requested in this document.
Proposer is advised that exceptions to any of the terms contained in this RFP or the attached
service agreement must be identified in its response to the RFP. Failure to do so may lead the
City to declare any such term non-negotiable. Proposer's desire to take exception to a non-
negotiable term will not disqualify it from consideration for award.
Local time shall be defined as the time in Fayetteville, Arkansas on the due date of the deadline.
Documents shall be received before the deadline time as shown by the atomic clock located in
the Purchasing Division Office.
2. WRITTEN REQUESTS FOR INTERPRETATIONS OR CLARIFICATION:
No oral interpretations will be made to any firms as to the meaning of specifications or any other contract
documents. All questions pertaining to the terms and conditions or scope of work of this proposal must be
sent in writing via e-mail to the Purchasing Department. Responses to questions may be handled as an
addendum if the response would provide clarification to the requirements of the proposal. All such
addenda shall become part of the contract documents. The City will not be responsible for any other
explanation or interpretation of the proposed RFP made or given prior to the award of the contract.
DESCRIPTION OF SUPPLIES AND SERVICES:
Any manufacturer's names, trade name, brand name, catalog number, etc. used in specifications are for the
purpose of describing and establishing general quality levels. Such references are NOT intended to be
restrictive. Proposals shall be considered for all brands that meet the quality of the specifications listed for
any items.
3. RIGHTS OF CITY OF FAYETTEVILLE IN REQUEST FOR PROPOSAL PROCESS:
In addition to all other rights of the City of Fayetteville, under state law, the City specifically reserves the
following:
The City of Fayetteville reserves the right to rank firms and negotiate with the highest-ranking
firm. Negotiation with an individual Proposer does not require negotiation with others.
The City reserves the right to select the proposal it believes will serve the best interest of the
City.
c. The City of Fayetteville reserves the right to accept or reject any or all proposals.
d. The City of Fayetteville reserves the right to cancel the entire request for proposal.
e. The City of Fayetteville reserves the right to remedy or waive technical or immaterial errors in
the request for proposal or in proposals submitted.
The City of Fayetteville reserves the right to request any necessary clarifications, additional
information or proposal data without changing the terms of the proposal.
g. The City of Fayetteville reserves the right to make selection of the Proposer to perform the
services required on the basis of the original proposals without negotiation.
4. EVALUATION CRITERIA:
City of Fayetteville, AR
RFP 18-05, Aviation Fuel Services
Page 5 of 20
The evaluation criterion defines the factors that will be used by the selection committee to evaluate and
score responsive, responsible and qualified proposals. Proposers shall include sufficient information to
allow the selection committee to thoroughly evaluate and score proposals. Each proposal submitted shall
be evaluated and ranked by a selection committee. The contract will be awarded to the most qualified
Proposer, per the evaluation criteria listed in this RFP. Proposers are not guaranteed to be ranked.
S. COSTS INCURRED BY PROPOSERS:
All expenses involved with the preparation and submission of proposals to the City, or any work performed
in connection therewith, shall be borne solely by the Proposer(s). No payment will be made for any
responses received, or for any other effort required of, or made by, the Proposer(s) prior to contract
commencement.
6. ORAL PRESENTATION:
An oral presentation and/or interview may be requested of any firm, at the selection committee's
discretion.
7. CONFLICT OF INTEREST:
The Proposer represents that it presently has no interest and shall acquire no interest, either
direct or indirect, which would conflict in any manner with the performance or services required
hereunder, as provided in City of Fayetteville Code Section 34.26 titled "Limited Authority of City
Employee to Provide Services to the City".
b. The Proposer shall promptly notify Les McGaugh, City Purchasing Agent, in writing, of all
potential conflicts of interest for any prospective business association, interest, or other
circumstance which may influence or appear to influence the Proposer's judgment or quality of
services being provided. Such written notification shall identify the prospective business
association, interest or circumstance, the nature of which the Proposer may undertake and
request an opinion to the City as to whether the association, interest or circumstance would, in
the opinion of the City, constitute a conflict of interest if entered into by the Proposer. The City
agrees to communicate with the Proposer its opinion via e-mail or first-class mail within thirty
days of receipt of notification.
8. WITHDRAWAL OF PROPOSAL:
A proposal may be withdrawn prior to the time set for the proposal submittal based on a written request
from an authorized representative of the firm; however, a proposal shall not be withdrawn after the time
set for the proposal.
9. LATE PROPOSAL OR MODIFICATIONS:
Proposal and modifications received after the time set for the proposal submittal shall not be
considered. Modifications in writing received prior to the deadline will be accepted. The City
will not be responsible for misdirected bids. Proposers should call the Purchasing Division at
(479) 575-8220 to insure receipt of their submittal documents prior to opening time and date
listed.
City of Fayetteville, AR
RFP 18-05, Aviation Fuel Services
Page 6 of 20
b.❑The time set for the deadline shall be local time for Fayetteville, AR on the date listed. All
proposals shall be received in the Purchasing Division BEFORE the deadline stated. The official
clock to determine local time shall be the atomic clock located in the Purchasing Division, Room
306 of City Hall, 113 W. Mountain, Fayetteville, AR.
10. LOCAL STATE AND FEDERAL COMPLIANCE REQUIREMENTS:
❑The laws of the State of Arkansas apply to any purchase made under this request for proposal.
Proposers shall comply with all local, state, and federal directives, orders and laws as applicable
to this proposal and subsequent contract(s) including but not limited to Equal Employment
Opportunity (EEO), Disadvantaged Business Enterprises (DBE), & OSHA as applicable to this
contract.
b.11 Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified
small, minority and women business enterprises to bid on and receive contracts for goods,
services, and construction. Also, City of Fayetteville encourages all general contractors to
subcontract portions of their contract to qualified small, minority and women business
enterprises.
11. PROVISION FOR OTHER AGENCIES:
Unless otherwise stipulated by the Proposer, the Proposer agrees to make available to all Government
agencies, departments, municipalities, and counties, the proposal prices submitted in accordance with said
proposal terms and conditions therein, should any said governmental entity desire to buy under this
proposal. Eligible users shall mean all state of Arkansas agencies, the legislative and judicial branches,
political subdivisions (counties, local district school boards, community colleges, municipalities, counties, or
other public agencies or authorities), which may desire to purchase under the terms and conditions of the
contract.
12. COLLUSION:
The Proposer, by affixing his or her signature to this proposal, agrees to the following: "Proposer certifies
that his proposal is made without previous understanding, agreement, or connection with any person, firm
or corporation making a proposal for the same item(s) and/or services and is in all respects fair, without
outside control, collusion, fraud, or otherwise illegal action."
13. RIGHT TO AUDIT FOIA ANOJURISDICITON:
a.❑The City of Fayetteville reserves the privilege of auditing a vendor's records as such records
relate to purchases between the City and said vendor.
b.❑Freedom of Information Act: City contracts and documents prepared while performing City
contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of
Information Act request is presented to the City of Fayetteville, the (contractor) will do
everything possible to provide the documents in a prompt and timely manner as prescribed in
the Arkansas Freedom of Information Act (A.C.A. §25-19-101 et. seq.). Only legally authorized
photocopying costs pursuant to the FOIA may be assessed for this compliance.
c.`' Legal jurisdiction to resolve any disputes shall be Arkansas with Arkansas law applying to the
case.
City of Fayetteville, AR
RFP 18-05, Aviation Fuel Services
Page 7 of 20
14. CITY INDEMNIFICATION:
The successful Proposer(s) agrees to indemnify the City and hold it harmless from and against all claims,
liability, loss, damage or expense, including but not limited to counsel fees, arising from or by reason of any
actual or claimed trademark, patent or copyright infringement or litigation based thereon, with respect to
the services or any part thereof covered by this order, and such obligation shall survive acceptance of the
services and payment thereof by the City.
15. VARIANCE FROM STANDARD TERMS & CONDITIONS:
All standard terms and conditions stated in this request for proposal apply to this contract except as
specifically stated in the subsequent sections of this document, which take precedence, and should be fully
understood by Proposers prior to submitting a proposal on this requirement.
16. ADA REQUIREMENT FOR PUBLIC NOTICES & TRANSLATION:
Persons with disabilities requiring reasonable accommodation to participate in this proceeding/event,
should call 479.521.1316 (telecommunications device for the deaf), not later than seven days prior to the
deadline. Persons needing translation of this document shall contact the City of Fayetteville, Purchasing
Division, immediately.
17. CERTIFICATE OF INSURANCE:
The successful Proposer shall provide a Certificate of Insurance in accordance with specifications listed in
this request for proposal, prior to commencement of any work. Such certificate shall list the City of
Fayetteville as an additional insured. Insurance shall remain valid throughout project completion.
18. PAYMENTS AND INVOICING:
The Proposer must specify in their proposal the exact company name and address which must be the same
as invoices submitted for payment as a result of award of this RFP. Further, the successful Proposer is
responsible for immediately notifying the Purchasing Division of any company name change, which would
cause invoicing to change from the name used at the time of the original RFP. Payment will be made within
thirty days of invoice received. The City of Fayetteville is very credit worthy and will not pay any interest or
penalty for untimely payments. Payments can be processed through Proposer's acceptance of Visa at no
additional costs to the City for expedited payment processing. The City will not agree to allow any increase in
hourly rates by the contract without PRIOR Fayetteville City Council approval.
19. CANCELLATION:
a.' --'The City reserves the right to cancel this contract without cause by giving thirty (30) days prior
notice to the Contractor in writing of the intention to cancel or with cause if at any time the
Contractor fails to fulfill or abide by any of the terms or conditions specified.
b.DFailure of the contractor to comply with any of the provisions of the contract shall be considered
a material breach of contract and shall be cause for immediate termination of the contract at the
discretion of the City of Fayetteville.
c.- In addition to all other legal remedies available to the City of Fayetteville, the City reserves the
right to cancel and obtain from another source, any items and/or services which have not been
City of Fayetteville, AR
RFP 18-05, Aviation Fuel Services
Page 8 of 20
delivered within the period of time from the date of order as determined by the City of
Fayetteville.
d.❑In the event sufficient budgeted funds are not available for a new fiscal period, the City shall
notify the vendor of such occurrence and contract shall terminate of the last day of the current
fiscal period without penalty or expense to the City.
20. ASSIGNMENT SUBCONTRACTING CORPORATE ACQUISITIONS AND/OR MERGERS:
a.❑The Contractor shall perform this contract. No assignment of subcontracting shall be allowed
without prior written consent of the City. If a Proposer intends to subcontract a portion of this
work, the Proposer shall disclose such intent in the proposal submitted as a result of this RFP.
b.❑In the event of a corporate acquisition and/or merger, the Contractor shall provide written
notice to the City within thirty (30) calendar days of Contractor's notice of such action or upon
the occurrence of said action, whichever occurs first. The right to terminate this contract, which
shall not be unreasonably exercised by the City, shall include, but not be limited to, instances in
which a corporate acquisition and/or merger represent a conflict of interest or are contrary to
any local, state, or federal laws. Action by the City awarding a proposal to a firm that has
disclosed its intent to assign or subcontract in its response to the RFP, without exception shall
constitute approval for purpose of this Agreement.
21. NON-EXCLUSIVE CONTRACT:
Award of this RFP shall impose no obligation on the City to utilize the vendor for all work of this type, which
may develop during the contract period. This is not an exclusive contract. The City specifically reserves the
right to concurrently contract with other companies for similar work if it deems such an action to be in the
City's best interest. In the case of multiple -phase contracts, this provision shall apply separately to each
item.
22. LOBBYING:
Lobbying of selection committee members, City of Fayetteville employees, or elected officials regarding
request for proposals, request for qualifications, bids or contracts, during the pendency of bid protest, by
the bidder/proposer/protestor or any member of the bidder's/proposer's/protestor's staff, and agent of the
bidder/proposer/protestor, or any person employed by any legal entity affiliated with or representing an
organization that is responding to the request for proposal, request for qualification, bid or contract, or has
a pending bid protest is strictly prohibited either upon advertisement or on a date established by the City of
Fayetteville and shall be prohibited until either an award is final or the protest is finally resolved by the City
of Fayetteville; provided, however, nothing herein shall prohibit a prospective/bidder/proposer from
contacting the Purchasing Division to address situations such as clarification and/or questions related to the
procurement process. For purposes of this provision lobbying activities shall include but not be limited to,
influencing or attempting to influence action or non -action in connection with any request for proposal,
request for qualification, bid or contract through direct or indirect oral or written communication or an
attempt to obtain goodwill of persons and/or entities specified in this provision. Such actions may cause
any request for proposal, request for qualification, bid or contract to be rejected.
City of Fayetteville, AR
RFP 18-05, Aviation Fuel Services
Page 9 of 20
23. ADDITIONAL REQUIREMENTS:
The City reserves the right to request additional services relating to this RFP from the Proposer. When
approved by the City as an amendment to the contract and authorized in writing prior to work, the
Contractor shall provide such additional requirements as may become necessary.
24. SERVICES AGREEMENT:
A written agreement, in substantially the form attached, incorporating the RFP and the successful proposal
will be prepared by the City, signed by the successful Proposer and presented to the City of Fayetteville for
approval and signature of the Mayor.
25. INTEGRITY OF REQUEST FOR PROPOSAL (RFP) DOCUMENTS:
Proposers shall use the original RFP form(s) provided by the Purchasing Division and enter information only
in the spaces where a response is requested. Proposers may use an attachment as an addendum to the RFP
form(s) if sufficient space is not available on the original form for the Proposer to enter a complete
response. Any modifications or alterations to the original RFP documents by the Proposer, whether
intentional or otherwise, will constitute grounds for rejection of such RFP response. Any such modifications
or alterations a Proposer wishes to propose shall be clearly stated in the Proposer's RFP response and
presented in the form of an addendum to the original RFP documents.
26. OTHER GENERAL CONDITIONS:
Proposers must provide the City with their proposals signed by an employee having legal
authority to submit proposals on behalf of the Proposer. The entire cost of preparing and
providing responses shall be borne by the Proposer.
b. The City reserves the right to request any additional information it deems necessary from any or
all Proposers after the submission deadline.
c. This solicitation is not to be construed as an offer, a contract, or a commitment of any kind; nor
does it commit the city to pay for any costs incurred by Proposer in preparation. It shall be
clearly understood that any costs incurred by the Proposer in responding to this request for
proposal is at the Proposer's own risk and expense as a cost of doing business. The City of
Fayetteville shall not be liable for reimbursement to the Proposer for any expense so incurred,
regardless of whether or not the proposal is accepted.
d. If products, components, or services other than those described in this solicitation document are
proposed, the Proposer must include complete descriptive literature for each. All requests for
additional information must be received within five working days following the request.
Any uncertainties shall be brought to the attention to Les McGaugh immediately via telephone
(479.575.8220) or e-mail (Im.cgaugh@fayetteville-ar.gov). It is the intent and goal of the City of
Fayetteville Purchasing Division to provide documents providing a clear and accurate
understanding of the scope of work to be completed and/or goods to be provided. We encourage
all interested parties to ask questions to result in all Proposers being on equal terms.
f. Any inquiries or requests for explanation in regard to the City's requirements shall be made
promptly to Les McGaugh, City of Fayetteville, Purchasing Agent via e-mail
(Imcgaugh@fayetteville-ar.gov) or telephone (479.575.8220). No oral interpretation or
City of Fayetteville, AR
RFP 18-05, Aviation Fuel Services
Page 10 of 20
clarifications will be given as to the meaning of any part of this request for proposal. All
questions, clarifications, and requests, together with answers, if any, will be provided to all firms
via written addendum. Names of firms submitting any questions, clarifications, or requests will
not be disclosed until after a contract is in place.
g.❑At the discretion of the City, one or more firms may be asked for more detailed information
before final ranking of the firms, which may also include oral interviews.
h.❑Any information provided herein is intended to assist the Proposer in the preparation of
proposals necessary to properly respond to this RFP. The RFP is designed to provide qualified
Proposers with sufficient basic information to submit proposals meeting minimum specifications
and/or test requirements, but is not intended to limit a RFP's content or to exclude any relevant
or essential data.
i. 11 Proposers irrevocably consent that any legal action or proceeding against it under, arising out of or
in any manner relating to this Contract shall be controlled by Arkansas law in Washington County.
Proposer hereby expressly and irrevocably waives any claim or defense in any said action or
proceeding based on any alleged lack of jurisdiction or improper venue or any similar basis.
j. 11 The successful Proposer shall not assign the whole or any part of this Contract or any monies due
or to become due hereunder without written consent of City of Fayetteville. In case the successful
Proposer assigns all or any part of any monies due or to become due under this Contract, the
Instrument of assignment shall contain a clause substantially to the effect that is agreed that the
right of the assignee in and to any monies due or to become due to the successful Proposer shall
be subject to prior liens of all persons, firms, and corporations for services rendered or materials
supplied for the performance of the services called for in this contract.
k.❑The successful Proposer's attention is directed to the fact that all applicable Federal and State laws,
municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the
services shall apply to the contract throughout, and they will be deemed to be included in the
contract as though written out in full herein. The successful Proposer shall keep himself/herself
fully informed of all laws, ordinances and regulations of the Federal, State, and municipal
governments or authorities in any manner affecting those engaged or employed in providing these
services or in any way affecting the conduct of the services and of all orders and decrees of bodies
or tribunals having any jurisdiction or authority over same. If any discrepancy or inconsistency
should be discovered in these Contract Documents or in the specifications herein referred to, in
relation to any such law, ordinance, regulation, order or decree, s/he shall herewith report the
same in writing to the City of Fayetteville.
27. CONTRACT REQUIREMENTS: Any contract between the successful proposer and the City shall include the
following:
❑Indemnification: The awarded Proposer shall indemnify and hold harmless City of Fayetteville and
their agents and employees from and against all claims, damages, losses and expenses including
attorneys' fees arising out of or resulting from the performance of the services, provided that any
such claims, damage, loss or expense is attributable to bodily injury, sickness, disease or death, or
to injury to or destruction of tangible property, including the loss of use resulting there from; and is
caused in whole or in part by any negligent or willful act or omission of the successful Proposer and
anyone directly or indirectly employed by him/her or anyone for whose acts any of them may be
City of Fayetteville, AR
RFP 18-05, Aviation Fuel Services
Page 11 of 20
liable. In any and all claims against City of Fayetteville or any of their agents or employees, by any
employee of the successful Proposer, directly or indirectly employed by him/her, or anyone for
whose acts any of them may be liable, the indemnification obligation shall not be limited in any
way by any limitation on the amount or type of damages, compensation or benefits payable by or
for the successful Proposer or under the Workers' Compensation Acts, Disability Benefits Acts or
other employee benefits acts.
b.❑Suspension or Termination of Services: City of Fayetteville or awarded Proposer shall have the
right to terminate this agreement at any time upon thirty (30) days advance written notice to the
other party of its intention to terminate.
c. ❑ Laws and_ Regulations: The successful Proposer's attention is directed to the fact that all applicable
Federal and State laws, municipal ordinances, and the rules and regulations of all authorities
having jurisdiction over the services shall apply to the contract throughout, and they will be
deemed to be included in the contract as though written out in full herein. The successful
Proposer shall keep himself/herself fully informed of all laws, ordinances and regulations of the
Federal, State, and municipal governments or authorities in any manner affecting those engaged
or employed in providing these services or in any way affecting the conduct of the services and of
all orders and decrees of bodies or tribunals having any jurisdiction or authority over same. If any
discrepancy or inconsistency should be discovered in these Contract Documents or in the
specifications herein referred to, in relation to any such law, ordinance, regulation, order or
decree, s/he shall herewith report the same in writing to City of Fayetteville.
i. Proposer shall at all times observe and comply with all such existing and future laws,
ordinances and regulations, and shall protect and indemnify City of Fayetteville and its
agents against the violation of any such law, ordinance, regulation, order or decree,
whether by himself/herself or by his/her employees. Licenses of a temporary nature,
necessary for the prosecution of the services shall be secured and paid for by the
successful Proposer.
d.❑Assignments: The successful Proposer shall not assign the whole or any part of this Contract or any
monies due or to become due hereunder without written consent of City of Fayetteville. In case
the successful Proposer assigns all or any part of any monies due or to become due under this Con-
tract, the Instrument of assignment shall contain a clause substantially to the effect that is agreed
that the right of the assignee in and to any monies due or to become due to the successful
Proposer shall be subject to prior liens of all persons, firms, and corporations for services rendered
or materials supplied for the performance of the services called for in this contract.
e.❑Insurance: The successful Proposer shall not commence work under this contract until all insurance
described below has been obtained, certificate listing the City as an additional insured, and such
insurance has been approved by City of Fayetteville. Premiums for all insurance policies required
shall be the responsibility of the Proposer. It is the City's intent to be listed as an additional insured
with the final Proposer after contract award. Proposer should submit current insurance coverages
with RFP submittal.
f.❑ Payments: If the Consultant has made application for payment as above, the Project Manager will
issue a request for payment to the Accounting Department for such amount as is determined to be
properly due, or state in writing the itemized and specific reasons for withholding a payment. The
City of Fayetteville, AR
RFP 18-05, Aviation Fuel Services
Page 12 of 20
City intends to pay accepted invoice within thirty (30) calendar days. No payment shall constitute
an acceptance of any services not in accordance with the Contract Documents.
Final payment: Upon receipt of written notice from the Consultant that all contracted
services are complete, the Project Manager will, within a reasonable time, review all
services and reports. If the Project Manager finds the services and reports of the
Consultant complete and acceptable in accordance with the provisions of the Contract
Documents, s/he shall, within a reasonable time, process a pay request so that final
payment can be made. The acceptance of final payment shall constitute a waiver of all
claims by the Consultant except those previously made in writing and still unsettled.
g. Freedom of Information Act: City of Fayetteville contracts and documents prepared while
performing city contractual work are subject to the Arkansas Freedom of Information Act. If a
Freedom of Information Act request is presented to the City of Fayetteville, the contractor will
do everything possible to provide the documents in a prompt and timely manner as prescribed in
the Arkansas Freedom of Information Act (A.C.A. 25-19-101 et. Seq.). Only legally authorized
photo coping costs pursuant to the FOIA may be assessed for this compliance.
h. Changes in Scope or Price: Changes, modifications, or amendments in scope, price or fees to this
contract shall not be allowed without a prior formal contract amendment approved by the
Mayor and the City Council in advance of the change in scope, cost or fees.
28. APPENDIX DOCUMENTS: The appendix documents below are included as part of this RFP:
a. N/A
City of Fayetteville, AR
RFP 18-05, Aviation Fuel Services
Page 13 of 20
City of Fayetteville
RFP 18 -OS, Aviation Fuel Services
SECTION B: Vendor References
The following information is required from all firms so all statements of qualification may be reviewed and properly evaluated:
COMPANY NAME:
NUMBER OF YEARS IN BUSINESS:
HOW LONG IN PRESENT LOCATION:
TOTAL NUMBER OF CURRENT EMPLOYEES:
FULLTIME PARTTIME
NUMBER OF EMPLOYEES PLANNED FOR THIS CONTRACT:
FULL TIME PARTTIME
PLEASE LIST FOUR (4) REFERENCES THAT YOU HAVE PREVIOUSLY PERFORMED CONTRACT SERVICES FOR WITHIN THE PAST FIVE (5)
YEARS [All fields must be completed)_
1.
2.
COMPANY NAME
COMPANY NAME
CITY, STATE, ZIP
CITY, STATE, ZIP
CONTACT PERSON
CONTACT PERSON
TELEPHONE
TELEPHONE
FAX NUMBER
FAX NUMBER
E-MAIL ADDRESS
E-MAIL ADDRESS
3.
4.
COMPANY NAME
COMPANY NAME
CITY, STATE, ZIP
CITY, STATE, ZIP
CONTACT PERSON
CONTACT PERSON
TELEPHONE
TELEPHONE
FAX NUMBER
FAX NUMBER
E-MAIL ADDRESS
E-MAIL ADDRESS
City of Fayetteville, AR
RFP 18-05, Aviation Fuel Services
Page 14 of 20
City of Fayetteville
RFP 18-05, Aviation Fuel Services
SECTION C: Scope of Services and General Information
1. INTRODUCTION
City of Fayetteville, Arkansas, is seeking proposals for Aviation Fuel and Refueler Truck Lease. This Request for Proposals
(RFP) contains all the information necessary to prepare and submit a, proposal. Prospective Proposers are advised to study
this RFP completely and follow the instructions exactly.
2. DEFINITIONS
Throughout this request for proposals, the following shall apply,
A. "RFP" means Request for Proposals.
B. "Proposer" means the individual, firm, partnership, joint venture, or corporation which submits a proposal to City
of Fayetteville in response to this RFP.
C. "Contractor" means the Proposer chosen by City of Fayetteville to perform the services outlined in the RFP,
D. "Project" or "Plan" means the "AVIATION FUEL AND TRUCK LEASE" to be provided in accordance with the scope of
services /specifications and the contract.
E. The specifications /scope of work / services listed are to be interpreted as meaning the minimum acceptable by
City of Fayetteville.
3. FURTHER INSTRUCTIONS TO RESPONDENTS
A. Proposals shall include all Federal, State and City taxes, as applicable; however, all taxes (or the applicable rate)
shall be listed separately. Any such levies shall be the responsibility of the contractor.
B. As part of the public negotiation process leading to the selection of a contractor, City of Fayetteville may request
additions or modifications to any proposal. It is the present intent of City of Fayetteville not to negotiate substantive
portions of an applicant's proposal and to rely on the information submitted in these proposals in awarding a contract.
C. All proposals will become part of the official file on this matter without obligation to City of Fayetteville. In
addition, respondents are hereby advised that proposals, once City of Fayetteville has awarded a contract, are subject
to the Arkansas Freedom of Information Act and, therefore, available for viewing or copying by anyone upon request
to City of Fayetteville.
D. Acceptance by the successful Proposer of an award from this proposal indicates that the successful candidate is in
no way currently indebted to City of Fayetteville, Washington County or the State of Arkansas. Indebtedness to any of
the above shall be basis for non -award and/or cancellation of any award.
E. It is City of Fayetteville's policy to encourage the involvement of Disadvantaged Business Enterprises (minority-
owned and women -owned businesses) in contracts awarded. DBE's are particularly invited to submit proposals to
perform work outlined in this RFP, either as a prime contractor, subcontractor, or as part of a joint venture. Non -DBE
firms are encouraged to arrange subcontracts or joint ventures with DBE's prior to submission of their proposal.
City of Fayetteville, AR
RFP 18-05, Aviation Fuel Services
Page 15 of 20
4. PROJECT BACKGROUND
A. The City of Fayetteville has recently re -assumed the fixed base operation at Fayetteville executive Airport, Drake
Field, KFYV. Volume for this contract includes the sale of 100LL avgas and Jet -A aviation fuel. The City has an
interim agreement with the current provider, previously contracted with the former third -party provider for the
Airport.
B. Jet A fuel is currently stored in three 10,000 gallon above -ground bulk storage tanks. 10OLL avgas is stored in one
10,000 -gallon bulk storage tank and one 1,000 gallon above ground tank. Current fuel sales volume is
approximately 370,000 gallons annually. In 2012 sales volume increased 6.7% after a decreasing trend since 2007
due to economic conditions affecting the aviation industry.
C. The former FBO operator ceased operations approximately March 15th, 2013. This new contract will allow a fuel
supplier to provide the City of Fayetteville preferential pricing, advertising support, equipment upgrades and
other incentives. The City of Fayetteville desires to solicit proposals from qualified fuel suppliers and take
advantage of those incentives.
D. Founded in 1828, the City of Fayetteville is located in Northwest Arkansas and operates under the Mayor/City
Council form of government. Drake Field is a Part 139 Class IV certificated airfield owned and operated by the
City. It is easily accessible from major highways Interstate 40, Interstate 540 and US 71. Extensive information
about the City of Fayetteville and the Fayetteville Executive Airport can be found online at: www.favettevilte-
ar.gov
5. SCOPE OF WORK
A. The intent of this request for proposal (RFP) is to provide Proposer with sufficient information o prepare a
proposal for supplying Bulk Jet A and 100LL Aviation Fuels for storage and resale, and to provide other business
support which Proposer may offer or provide in order to operate an exclusive fuel dealership at the City of
Fayetteville's Fayetteville Executive Airport. This agreement shall become effective upon Council approval and
shall remain in effect for a five (5) year period.
6. PROPOSAL REQUIREMENTS/ EVALUATION
Proposals shall be evaluated in accordance with City of Fayetteville's evaluation criteria based solely
upon the proposal contents; therefore, respondents should carefully address each of the following
proposal content categories.
SELECTION CRITERIA: The following criteria will be used by the City to evaluate and score responsive
proposals. Proposers shall include sufficient information to allow the City to thoroughly evaluate and
score their proposal. Each proposal submitted is not required to be ranked by the selection committee;
however, all proposals will be evaluated. The contract may be awarded to the most qualified firm, per
the evaluation criteria listed below, based on the evaluation of the selection committee.
1) 15% Qualifications in Relation to Specific Project to be Performed: Information reflecting
qualifications of the firm. Indicated specialized experience and technical competence of
City of Fayetteville, AR
RFP 18-05, Aviation Fuel Services
Page 16 of 20
the firm in connection with the type and complexity of the service required.
Subcontractors, if used, must be listed with information on their organization.
2) 15% Experience, Competence, and Capacity for Performance: Information reflecting the
names, titles, and qualifications (including experience and technical competence) of the
major personnel assigned to this specific project. Provide detailed breakdown of
subcontractor's staff to be used and how they are to be used to supplement your staff.
This section of the evaluation criteria includes the amount of work presently underway
for your firm; please present this in submittal.
3) 30% Proposed Method of Doing Work: A proposed work plan (description of how the project
would be conducted as well as other facts concerning approach to scope you wish to
present) indicating methods and schedules for accomplishing each phase of work.
Include with this the amount of work presently underway. The Firm's ability and
commitment to complete the project in the timeframe outlined by the City will also be
taken into consideration.
4) 20% Past Performance: Previous evaluations shall be considered a significant factor. If
previous evaluations with the City are not available, the professional firm's past
performance records with City and others will be used, including quality of work, timely
performance, diligence, ability to meet past budgets, and any other pertinent
information. Firm will provide a list of similar jobs performed and person whom the City
can contact for information.
5) 20% Price: Complete pricing to the City for all services described herein.
7. AWARD OF CONTRACT
City of Fayetteville Council will review the selection committee's recommendation and make the final
decision regarding contract award. The detailed provisions of the contract may be prepared by City of
Fayetteville Attorney. Any significant work alterations or additions during the term of the contract shall be
renegotiated by City of Fayetteville and the selected respondent. The selected respondent may be required
to obtain a City business license. City of Fayetteville reserves the right to request the modification of any and
all proposals and/or to reject all proposals.
8. PERIOD OF CONTRACT:
The initial term of the contract shall be for a period of one (1) year, starting with the date approved by the
Fayetteville City Council. The contract shall be renewable by mutual consent, at a mutuaaly agreed pricing
structure, on an annual basis thereafter for four (4) additional years, for a total contract term of five (5) years.
The contract may be terminated by either party by giving the other party written notice of such intent not less
than sixty (60) days prior to the effective date of the termination.
City of Fayetteville, AR
RFP 18-05, Aviation Fuel Services
Page 17 of 20
9. ANTICIPATED PROJECT TIMELINE: Subject to change
City of Fayetteville, AR
RFP 18-05, Aviation Fuel Services
Page 18 of 20
City of Fayetteville
RFP 18-05, Aviation Fuel Services
SECTION D: Signature Submittal — Required with all responses
Proposers shall include this form completed in its entiret with RFP response. This form shall not count towards
oase limitations set forth in the RFP.
1. DISCLOSURE INFORMATION
Proposer shall disclose any possible conflict of interest with the City of Fayetteville, including, but not limited to,
any relationship with any City of Fayetteville employee. Proposer response must disclose if a known
relationship exists between any principal or employee of your firm and any City of Fayetteville employee or
elected City of Fayetteville official.
If, to your knowledge, no relationship exists, this should also be stated in your response. Failure to disclose
such a relationship may result in cancellation of a purchase and/or contract as a result of your response. This
form must be completed and returned in order for your bid/proposal to be eligible for consideration.
PLEASE CHECK ONE OF THE FOLLOWING TWO OPTIONS, AS IT APPROPRIATELY APPLIES TO YOUR FIRM:
1) NO KNOWN RELATIONSHIP EXISTS
2) RELATIONSHIP EXISTS (Please explain):
I certify that; as an officer of this organization, or per the attached letter of authorization, am duly authorized to
certify the information provided herein are accurate and true; and my organization shall comply with all State
and Federal Equal Opportunity and Non -Discrimination requirements and conditions of employment.
2. PRIMARY CONTACT INFORMATION
At the discretion of the City, one or more firms may be asked for more detailed information before final ranking
of the firms, which may also include oral interviews. NOTE: Each Proposer shall submit to the City a primary
contact name, e-mail address, and phone number (preferably a cell phone number) where the City selection
committee can call for clarification or interview via telephone.
Corporate Name of Firm:
Primary Contact:
Phone#1 (cell preferred):
E -Mail Address:
Title of Primary Contact:
Phone#2:
3. ACKNOWLEDGEMENT OF ADDENDA
Acknowledge receipt of addenda for this invitation to bid, request for proposal, or request for qualification by
signing and dating below. All addendums are hereby made a part of the bid or RFP documents to the same
extent as though it were originally included therein. Proposers/Bidders should indicate their receipt of same in
the appropriate blank listed herein. Failure to do so may subject vendor to disqualification.
City of Fayetteville, AR
RFP 18-05, Aviation Fuel Services
Page 19 of 20
ADDENDUM NO. SIGNATURE AND PRINTED NAME
DATE ACKNOWLEDGED
4. PRICING:
Pricing shall be attached as a separate form. Reference RFP for details on what all pricing shall include.
5. DEBARMENT CERTIFICATION:
As an interested party on this project, you are required to provide debarment/suspension certification
indicating in compliance with the below Federal Executive Order. Certification can be done by completing and
signing this form.
Federal Executive Order (E.O.) 12549 "Debarment and Suspension" requires that all contractors receiving
individual awards, using federal funds, and all sub -recipients certify that the organization and its principals are
not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal
department or agency from doing business with the Federal Government.
Signature certifies that neither you nor your principal is presently debarred, suspended, proposed for
debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal
department or agency.
Questions regarding this form should be directed to the City of Fayetteville Purchasing Division.
NAME OF COMPANY:
PHYSICAL ADDRESS:
MAILING ADDRESS:
PRINTED NAME:
PHONE: FAX:
E-MAIL:
SIGNATURE:
TITLE: DATE:
DUNS# TAX ID:
City of Fayetteville, AR
RFP 18-05, Aviation Fuel Services
Page 20 of 20
Appendix E
Branding I Sales I Fuel Supply
Proposal for Business
City of Fayetteville
Fayetteville, AR
Due: February 21, 2018
Prepared by: David Mittleman, District Manager, dmittleman@avfuel.com
Submitted by: Avfuel Corporation 147 West Ellsworth ad. j Ann Arbor, Nil 48108 1 734-663-6466
IMPORTANT: 11 11 comprehensive proposal is submitted for approval within 90 days and Is subject to the exccu-tion ct rhe contract documents satisfactory to
both parties: which will incorporate the proposal terms and, when executed, become binding to both parties.
CITY OF City of Foyetteville. Arkansas
F AY E T T E V I L L E Pur-chasing
Division Room 30 113 W. Mrs` l
ARKANSAS �,reetlevdle, Aft 7270?
Phone, 419.575.8220
TDO 1Telecommun catisurk Deote tot 1,.e f3ea'f). 479-52-13115,
REQUEST FOR PROPOSAL RFP 1M5, Aviation Fuel Services
DEADUNE: Wednesday February 21, 2018 before 2:00:00 PM, local time
RFP DELIVERY LOCATION: Room 306 -113 W. Mountain, Fayetteville, AR 72701
PURCHASING AGENT: les McGaugh, I�r- _ give
DATE OF ISSUE AND ADVERTISEMENT: Wednesday, Jan, 74, 2018
REQUEST FOR PROPOSAL
RFP 18-05, Aviation Fuel Services
Nu fate otoomals shad be arrreuted. RFPs shall be submitted in sealed envelopes labeled with the j)Totect
narnher acid name as well as the narine and address of the f rnn.
" proposals shall he submitted in aaardanee with the attached City of Fayetteville specifications and bib
dwLments attached h+erem. Each Proposer is regiked to Ml in #very blank and shall sLipp[V all Information
rENuested, failure to do w may bu u3ed as bails of rejecl,o!r. Any bid, pruposal, in :.Utrmerts of qualification
will bt, rtleded'hit vsul et ur confittswith star, local, or fedefai lays, ordinanm, LK pvetcims.
'rr U.,ideryig k -d fit i y offers to fturus-1 &' i1=_4bsrr U e ablate; V �erwc,. 5 ,r, -,peufvd, it ;ire pi tt-. & terms staled
heron, atsd in s*,inct acrDrusc, with roe s o0iration, ant.? Rene,at ronnit nra cif ,t,hrnittinp all of whirr, we mane a part
of th s zler 'h s offer is net suint to withdrawal u -Ams upc'i mutual, wriltc•*i agreement LY the Propos - jBicder and
City €lurchasing Agent.
Name of Firm: VL y c eW-.x+t`—
CoptdctPersun: �JtOi 11s1TT41r�h Tlt�i';_1 742Y+t !tr'.ita9rf
E Mal[ rY►&^ e 4aV f.LI - 611n Phone: 73q -)W -s/,82
P.usir,ess Address: �-;ii k�"-1
City, State: SipaIGY
D�tC.
f
�4
Ii, 1 - —
% tyr,,' iyrtrr. '.�-AA
'-P ;h-'3, Av%at or fuel Servs
Page i G, 20
Scanned by CamScanner
2
CONFIDENTIAL I All material in this document is to be considered confidential and you are hereby notified that any disclosure, copying or distribution is strictly prohibited.
Branding I Sales I Fuel Supply
Executive Summary
CONFIDENTIAL I All material in this document is to be considered confidential and you are hereby notified that any disclosure, copying or distribution is strictly prohibited.
Executive Summary
With Avfuel, your independent FBO will benefit from the power of a global
network, a widely -recognized and trusted brand, and a partner who is
committed to your success.
Our robust supply network, proprietary training and operational systems give FBOs and airports a
reliable and capable fuel provider. Even more importantly, Avfuel provides a variety of solutions that
work in conjunction to provide maximum, tangible results for you.
Working as a team, our goal is to achieve the following objectives:
Uninterrupted fuel supply
H Increased fuel sales
Greater connectivity and visibility with targeted customers and prospects
• Streamlined operations to optimize efficiency
■ Improved loyalty among existing customers
Effective short-term and long-term growth strategies
4
CONFIDENTIAL i All material in this document is to be considered confidential and you are hereby notified that any disclosure, copying or distribution is strictly prohibited.
Executive Summary
As a global supplier of aviation fuel and services, our
operational expertise in every sector of the aviation value chain
supports a diverse market of customers in a vast geographic
scope.
With a specialty in the FBO market, Avfuel supplies you with
fuel, operational solutions, technical expertise, training, sales
and marketing support, and valuable network connections.
Our involvement with aircraft fueling and flight requirements
facilitates our goal of driving traffic to the Avfuel Network. This
daily activity connects you with more customers, more markets
and more opportunities.
Avfuel is 100% dedicated to aviation. Our focus is clear:
solutions that assist both FBO network sales AND flight
operators to put more aircraft on your ramp.
At -A -Glance
Founded in 1973
■ 23% FBO market share in the U.S.
® Touch 1 in every 3 U.S. business flights
■ 650+ Avfuel-branded locations
x 3,000 fueling locations around the world
CONFIDENTIAL I All material in this document is to be considered confidential and you are hereby notified that any disclosure, copying or distribution is strictly prohibited.
Deliverables
Supply and Logistics Expertise: Reliable Fuel
Supply
Established as a supply and logistics company, Avfuel has 40 plus
years of experience sourcing, transporting and delivering product
around the globe and is involved at every level of the fuel delivery
process—from refinery to wingtip. Avfuel has agreements with
more than 90 refiners and 300 supply terminals globally, meaning:
Multiple sources of Jet A and Avgas for uninterrupted supply
Competitive pricing
Equipped to handle market fluctuations, weather emergencies
and refinery disruptions
CONFIDENTIAL i All material in this document is to be considered confidential and you are hereby notified that any disclosure, copying or distribution is strictly prohibited.
References
45 years in business and 45 years in Ann Arbor, MI.
Total number of employees: 190 full time and 10 part time
All employees can assist the City of Fayetteville
Main Contact: David Mittleman
Hot Springs Memorial Airport
525 Airport Road
Hot Springs, AR 71913
Glen Barentine
T. 501-321-6750 F 501-321-6754
gbarentine@cityhs.net
City of Lee's Summit
2751 NE Douglas
Lee's Summit, MO 64064
John Ohrazda
T: 816-969-1186 F 816-969-1184
John.Ohrazda@cityofls.net
City of Pittsburg
3510 Airport Drive
Pittsburg, KS 66762
Bill Pyle
T: 620-231-5760 F 620-235-0092
Bill.pyle@pittsks.org
AirAssociates
12901 West 151St Street, Suite B
Olathe, KS 66062
Tom Cargin
T: 913-764-4800 F 913-764-4831
Cargin@airassociatesinc.com
CONFIDENTIAL I All material in this document is to be considered confidential and you are hereby notified that any disclosure, copying or distribution is strictly prohibited.
Deliverables
Network
Avfuel's branded FBO network includes more than 650 dealers
and 3,000 into -wing locations around the world. Our thousands
of aviation relationships link you to a network of flight
departments, schedulers, pilots and aircraft.
Avfuel Contract Fuel
Cost-plus rates on jet fuel attract high-volume customers—
more than 4,000 customers representing 15,000+ turbine
aircraft. Avfuel-branded FBOs pay ZERO processing fees on
jet fuel sales through Avfuel Contract Fuel.
AVTRIP
AVTRIP is the only rewards program proven to increase fuel
sales. Competitor programs lack the membership to make a
significant difference. AVTRIP comprises 47,000+ registered
members with 25,000+ active members each quarter.
Avplan
Avplan is Avfuel's trip -planning and flight -support
company that actively directs flights to the Avfuel
Network for fuel and services, putting Avfuel FBOs on
the flight path of more high-volume customers from
outside the U.S. Combined with Avfuel Contract Fuel
and AVTRIP rewards, Avplan lands Avfuel FBOs more
business.
Avfuel Pro Card
One card that does the work of an entire card portfolio.
The Avfuel Pro Card can be used for Avfuel Contract
Fuel, retail fuel or non -fuel flight expenses (no fuel
purchase required) anywhere within the Avfuel Network.
No fees for cardholders.
Commercial Fuel
The commercial fuel division is focused on fuel supply
(retail, contract, bulk, domestic, international), logistical
and operational support, credit services, fuelquality
assurance support, payment processing, and fuel
management programs for airlines, charter and freight
companies.
CONFIDENTIAL I All material in this document is to be considered confidential and you are hereby notified that any disclosure, copying or distribution is strictly prohibited.
NEE
..... ,.
Deliverables
Visibility and Exposure: Increase Awareness
Avfuel works as an extension of your existing marketing team to increase your FBO's visibility and exposure in the
marketplace. We can help you capture the attention of your target audience and retain it. Our team is made up of
seasoned professionals who know aviation and know your business. This means you receive the benefits of a specialized
aviation marketing firm without the $100,000+ investment, and it doesn't stop there:
R Customized strategies—Avfuel's marketing team will work with you to identify actionable items and clear
deliverables. Every customer is different and every marketing plan is customized.
Our marketing capabilities are endless: We are an innovative team powering your vision.
a Utilize proven communication platforms with innovative technologies.
Interface with the world's many markets to provide you with creative solutions.
In addition to the provision of advertising, marketing and public relations plans, we show YOU how to implement
and sustain them.
9
CONFIDENTIAL I All material in this document is to be considered confidential and you are hereby notified that any disclosure, copying or distribution is strictly prohibited.
Deliverables
Streamline Operations: Improve Efficiencies
Our systems are designed to improve safety, optimize efficiency and increase customer satisfaction.
Convenient access to a full line-up of solutions, tools and support keeps your FBO running smoothly both in
front of the customer and behind the scenes.
Risk Management: Avfuel's in-house insurance subsidiary, Avsurance, is a leader in the provision of aviation -
related risk management solutions.
The Avfuel Hub, Avfuel's proprietary web -based point-of-sale and processing system, centralizes and streamlines
the sale of fuel, products and services at your FBO. The Avfuel Hub is fully integrated with Avfuel Contract Fuel
and AVTRIP.
Training
Fuel Handling—A comprehensive online fuel safety and quality assurance training program is ideal for
both new employees and recurrent training. Avfuel offers FAA Approved Part 139 Fire Safety and Fuel
Quality Assurance Training for Supervisors.
Customer Service—Avfuel can provide high-level customer service training through the online Avfuel
Training System. Training includes essential elements comparable to world renowned Ritz Carlton, Dale
Carnegie and Disney training, but formatted specifically for FBOs.
Sales Training—Learning to upsell is a vital skill for significantly increasing fuel sales. We can teach your
FBO staff how to strategically approach each customer transaction, making use of various upsell
techniques and Avfuel programs, thus laying the groundwork for repeat business.
■ Fueling Equipment—Avfuel is an industry leader in the design, building and maintenance of refuelers featuring
advanced, but proven, technologies. Our team of technical experts operates out of a state-of-the-art, 33,000
square foot dedicated facility and will personally fit your equipment to your day-to-day requirements.
x Quality Assurance—Avfuel's Fuel Quality Assurance team is a group of recognized experts that work 24171365 with
FBOs, transport companies, terminals and handlers on the proper handling of aviation products.
■ Parts and Supply—Avfuel has a large parts and supply division that provides FBOs with replacement parts.
io
CONFIDENTIAL I All material in this document is to be considered confidential and you are hereby notified that any disclosure, copying or distribution is strictly prohibited.
Deliverables
Targeted Sales Strategy: Investment in Future Growth
Avfuel has established relationships with thousands of flight departments, instantly injecting you
into a rich market of prospects. But today's flight departments are savvier than ever. We must be
tactical in our approach to gain new customers. Using statistical data from a variety of resources,
our knowledge of flight patterns and buying history are used to support our sales approach.
• Dedicated fuel sales team serves as an extension of your FBO
• FAA data of flight activity
• TRAQPak/Amstat databases for current and historic aircraft activity analysis
• Market intelligence reporting
u Historical data mining
■ Avfuel customer database access
l�
CONFIDENTIAL I All material in this document is to be considered confidential and you are hereby notified that any disclosure, copying or distribution is strictly prohibited.
Branding I Safes I Fuel Supply
Financial Summary
12
CONFIDENTIAL I All material in this document is to be considered confidential and you are hereby notified that any disclosure, copying or distribution is strictly prohibited.
Financial Summary
Supply
Prices effective 2-20-18 through 2-26-18 — Gallon truck deliveries into storage
Tulsa Jet with additive Platts Group 3 ,071 .08031 .15131 $2.01521
Jet Mean
Tyler Avgas Weekly Rack Price $2.77823
Jet A pricing is a weekly delivered price for fuel supplied from the primary supply terminal. In the event fuel is
delivered from a secondary supply terminal, additional charges may apply.
Primary Terminal: Tulsa
11 Secondary Terminal: Little Rock
Avgas (I HILL) pricing is a delivered posted price for fuel supplied from the primary supply terminal. In the event fuel
is delivered from a secondary supply terminal, additional charges may apply.
b Primary Terminal: Tyler
a Secondary Terminal: Baton Rouge
*Please note the above confidential fuel prices are exclusive of any federal, provincial or local taxes, fees or
surcharges and are subject to change with market or other conditions. Taxes are shown on the following page.
This Avfuel Branding Proposal is valid for 90 days from proposal date, and is subject to the execution of contract
documents satisfactory to both parties, which will then become binding to both parties.
13
CONFIDENTIAL I All material in this document is to be considered confidential and you are hereby notified that any disclosure, copying or distribution is strictly prohibited.
Financial Summary
Taxes:
Jet A
Federal Excise Tax
Superfund/Oil Spill Fee
AR Petro Envir Assurance Fee
AR Motor Fuel Tax on Diesel
AR Sales Tax
Total taxes
Avgas
Federal Excise Tax
Superfund/Oil Spill Fee
AR Petro Envir Assurance Fee
AR Motor Fuel Tax on Gasoline
AR Sales Tax
Total taxes
$.244
$.00214
$.003
$0 Exempt with resale/exemption certificate
$0 Exempt with resale/exemption certificate
$.24914
$.194
$.00214
$.003
$0 Exempt with resale/exemption certificate
$0 Exempt with resale/exemption certificate
$.19914
14
CONFIDENTIAL I All material in this document is to be considered confidential and you are hereby notified that any disclosure, copying or distribution is strictly prohibited.
now, . . . . .
:k.zs�
Financial Summary
Refueling Equipment
Avfuel has the following refueling equipment available for lease:
M Lease rates exclude any applicable taxes.
2005 International
Jet
3,000 gallons
$1,100/month
No charge for year 1.
2004 Sterling
Jet
3,000 gallons
$900/month
No charge for year 1.
2002 International
Avgas
1,200 gallons
$400/month
No charge for year 1.
No charge for above refuelers for year 1 of the 5 year agreement.
Avfuel is going to refurb units 17087 and 1288 (supply a loaner) and replace unit
2036 with a 2005 3,000 gallon International.
Alternative refuelers are available upon request.
15
CONFIDENTIAL I All material in this document is to be considered confidential and you are hereby notified that any disclosure, copying or distribution is strictly prohibited.
Financial Summary
Credit Card Rates
i
i CA
yw
y=
0.0% Fuel as Contract Fuel Transaction
Avfuel Pro Card
2.1 % Fuel as Retail Transaction
2.1% Non -Fuel items
Avfuel Contract Fuel
0.0% Fuel
2.1% Non -Fuel items
0.0% Avgas
Avfuel Retail Card
2.1 % Jet & Non -Fuel items
0.0% Fuel
Cessna Contract Fuel
2.1 % Non -Fuel items
MasterCard & Visa
2.14% Qualified
MasterCard & Visa
3.10% Non -Qualified
Discover
2.8%
American Express
2.75%
MultiService
2.85%
Avcard
2.25%
Government AIRCard
0.0% Contracted items
4.55% Non -Contracted items
The Avfuel Hub
$20/month software license
This is your notification of the current Credit Card Accounts Receivable Discount Schedule for the cards listed. This schedule is effective as of
July 1, 2016 for all transactions processed this day and forward,
and supersedes all prior Credit Card Accounts Receivable Discount Schedules.
This Discount Schedule will remain in effect until the next notification. If you should have any questions, please call your Avfuel Corporation District
Manager or our Credit Card Merchant Services Department.
16
CONFIDENTIAL I All material in this document is to be considered confidential and you are hereby notified that any disclosure, copying or distribution is strictly prohibited.
• {::frF '
Financial Summary
Point -of -Sale System
Avfuel will provide your operation with the Avfuel Hub, Avfuel's proprietary web -based point-of-sale and processing system,
which centralizes and streamlines the sale of fuel, products and services at your FBO. The Avfuel Hub will interface with third -
party software. The Avfuel Hub is also completely integrated with AVTRIP and Avfuel Contract Fuel.
AVTRIP
Avfuel will execute a special AVTRIP promotion for your FBO. Avfuel will pay for all points associated with the provision of a
triple point promotion for the first 90 days upon contract execution.
Avfuel Marketing
Avfuel will design and execute a 12 month marketing plan and provide ongoing marketing consultation for the duration of the
contract.
Signage
Avfuel will provide a pole sign and/or wall sign using existing electric connections and foundation at no cost to your FBO.
Co-op
Avfuel sets aside funds from your retail purchases that can be used for additional marketing of your FBO.
p Can be used for virtually any advertising medium (web, print, direct-mail, uniforms, etc.)
$0,005 on all general aviation gallons sold (excludes military and airline gallons sold)
Fuel Quality Assurance and Training
Avfuel's Online Rampside Training System is available for Avfuel FBOs which consists of 18 different fuel handling and safety
topics.
17
CONFIDENTIAL I All material in this document is to be considered confidential and you are hereby notified that any disclosure, copying or distribution is strictly prohibited.
Financial Summary
Insurance Coverage
■ Avfuel-branded locations are granted third -party $50 million USD excess products liability coverage for fueling
operations, provided underlying requirements are met.
Requirements; Certificate of Insurance evidencing $1 million USD csl airport premises and products liability with
Avfuel as additional insured.
Contract and Payment Terms
■ 1 year plus 4 additional 1 year terms
Payment due net 30 days via ACH
Credit card funds remitted twice per week
■ Contract Fuel into -wing fees remitted twice per week
Additional Avfuel Benefits
Avfuel and the City of Fayetteville have had a long term relationship for many years.
Mark Haynes is the Vice President of Sales of Avfuel and looks over the City of Fayetteville account. Mark has
over 30 years of aviation experience.
David Mittleman has provided consistent and dedicated service to the airport since 2011 including multiple visits to
train on customer service. David lives locally only 3 hours away and can be at the airport as needed, David has
been in the Aviation Industry for over 17 years.
■ The Avfuel In House Quality Control Team has provided assistance to the airport for fuel quality and refuelers at
no charge. This is the largest and most seasoned Quality Control Team in the industry and provides service 24
hours a day 365 days a year.
p The Avfuel In House Contract Fuel Team has and continues to drive business to Drake Field for the City of
Fayetteville. These jet gallons are processed at 0% processing fees. This team is available 24 hours a day 365
days a year.
■ The Avfuel In House Marketing Team has provided marketing support for the City of Fayette at no charge.
p The Avfuel Dispatch Team remains 100% dedicated to the City of Fayetteville to provide 24 hour a day 365 days a
year service for uninterrupted supply.
18
CONFIDENTIAL I All material in this document is to be considered confidential and you are hereby notified that any disclosure, copying or distribution is strictly prohibited.
ally of Fayetteville
RFP 18-0S, AMIon fuel Services
SECTION D: Signature Submittal — Required with all responses
FM4se_[s ani dude this form como 1@1 ed In its errd rety with RFP response. i _shall opt Cciunt tawards
e Ilmltallens set forth In the RFP,
1. DfSC 5UF* INFORMATION
Proposer shalt div -lose any possible conflict sof loilenest with the City of FayettevRle, including, but r*t lin)itYd to,
any relationship with any City of Fayetteville employee. Prosser response must disclose iF a known
relationship exists behveen any principal or employee of your firm and any City sof Fayetteville emplurvue or
elected City of Fayetteville official.
If, to your knowledge, no relationship exists, Ms should also be stated in your response. Failure to disdolo
such a relationship may result in cancellation ofa, purchase and/or contract as a result of your response. this
form rrurrst be completed and returned In order for your bid/proposal to be Oreille for ounsideraton,
PLEASE CHECK ONE OF THE FOLLDWFNC, TWO OPTIONS„ AS IT APPROPRIATELY APPLIES TO YOUR FIRM:
> I) NO KNOWN R"TIONSHIP EMSTS
21 RELATIONSHIP EXISTS (Please "Plain]: _r,
I certify that: as an officer of this organeation, or per the aTta4h ed letter of autlloriratinn, am duly authorized to
certify the In°c enation provided herein are accurate and true; and eery Vfganirati+un -,Iwli rarorply with all State
and Federal Fgual Opportunity and Non Rixtiminal"i requieements and conditions ofempioym"t.
2. PRIMARY CQNTACTINFQRMAT19
At the d.scret on of the Circ, one or more firms may be asked for more detailed information bptor,- Tina l ranking
of Lhe fi(rm, %vhrch rtl�y also inc'ude oral int�rvievvs. AID71:: Edtl� Propaser s!►al submit to the City a primary
contact merle, a -mull addrv:m and phone number 1preferaby a col phor* number) where the City selectman
committee ran caR for dariflcation or interview via telephone.
orpvra a WArve of Firm: _ '�
Primary Contact f f I l � l�` t'�CrA1 Title of Primary Contact
Pl,ore#t (cell preferred)- %.3 �L a7L- i Sa Pf,flnrA t: 10('
E-Ma!IAddress:_ I�-T �YA&b-� caV6j .Ce -
3. ACKNOWLEDGEMEHTpf AURM
Asvruro edge recpipt of addenda for this hivitatian to bid, request for proposatr or request is qualification by
signing and dating below. All addendums are hereby made a part of the bid or RFP docurments to the sarre
vA,tent as rhnugh it were orig,nalty included therein. PropL*ers/Sidders should indicale their receipt of same in
do appropriate blanklisted herein, FaAure lodr u) may subjvtt vendor to disqualication,
,r • yr•r �,. at
Scanned by CamScanner
19
CONFIDENTIAL I All material in this document is to be considered confidential and you are hereby notified that any disclosure, copying or distribution is strictly prohibited.
AOXNOUM r10- SiGr+NATURE 010 t'Rr M0 E pAn ACKNi WLEDGEa
4. PRUNG,
Pricing shall{ tse atnac`)pd as A saparate fafir, Reftr enCe FFP fpr deta-Is ren ghat all pricing shall antlude-
S,i3raR ±t r I _ _TO
As do interested pa'tq oil this Pimiocr, yUA� are required to provide debd-Montlsusperson 4Pr:1Irca1;0rr
indicating; in, compliants with the below Federal Executive Orth >r, CerCeicat+nn can be done by Corripieti(VA dncf
signing tats form,
Fedcrol Executive Cid{-r (E.O.s 11549 "Debar-nent and Susprnaion" requires that all contrartvrs receiving
individual awards, trying federal funds, ar+d all sub recipients rprtrly that the cirganization 4r+d its jxiricipais ,are
nsa debaf ed, suspended, prcposed fn► debarment, declared inellgibie, or voluntarily exctudM LI arty^ Federal
department or agency from Ring hustn€ss wiVi the Federal Government.
SigratUri certifies iha" neither you err Your prin6pal is presently debarred, Suspended, rroposed for
rlpharmem, dec ared ineligible, or Voluntarily excluded °rorty partiripatior3 in this transae:ion by any federal
do partrnent or agency.
Duestions regarding this Farre shoWd be directed to the City of FayettevRle Purchasing (Ymsiort.
NAME OF COMPANY Ay GI bY' ' r-'ktki-► --
P. AIL" Ci ADDRE55.
PRINTEfi NAW
MUNI!. PL -7 r tL pax: 73`x- 5 L &7- -- -
i►T& ? ji b} s+r -� n 1-r DATE:
UUNSM C2-10ri1-3 TAX ICY
�'it y h` F T' e"Pvt e' e1
F�Ea R r0
Scanned by CarnScanner 20
cc trictly prohibited.
Branding I Sales I Fuel Supply
Additional Program Information
21
CONFIDENTIAL i All material in this document is to be considered confidential and you are hereby notified that any disclosure, copying or distribution is strictly prohibited.
Supply
Supply and logistics are essential to your operation. Avfuel's expertise ensures that nothing comes between you
and your fuel. We are the definitive experts at transporting product from thousands of supply points via pipeline,
barge, rail and truck. Avfuel is proactive, making sure the fuel you need is obtainable when and where you need it.
_P Core -competent in the movement, scheduling and safe handling of aviation fuel
Expansive network of refineries and suppliers worldwide
Large network of 100+ over -the -road transport carriers
m 24/7/365 availability
22
CONFIDENTIAL I All material in this document is to be considered confidential and you are hereby notified that any disclosure, copying or distribution is strictly prohibited.
3
Equipment
Refueling equipment is a critical component of your FBO's daily business. Our refuelers feature advanced,
but proven, technologies designed to get the job done. The design allows for optimum operational efficiency
and is backed by a professional team of specialists who realize you can't afford to have a fuel truck down,
■ State-of-the-art, 33,000 square foot dedicated facility
A Largest refueler fleet in the U.S.—more than 700 vehicles
Extensive, personalized support
■ Maintenance guidelines
n Large inventory of parts and supplies
23
CONFIDENTIAL I All material in this document is to be considered confidential and you are hereby notified that any disclosure, copying or distribution is strictly prohibited.
Credit Capds/Processing
raravfucidea
-- ~— All transaction data is accessible via the
Avfuel Hub
A All payments are electronically processed
•: Credit card funds are remitted to FBO twice
per week
u Compatible with current versions of Total
Aviation Software, Total FBO, FBO
Manager, QT and Fuelmaster
24
CONFIDENTIAL i All material in this document is to be considered confidential and you are hereby notified that any disclosure, copying or distribution is strictly prohibited.
The Mud Hub
The Avfuel Hub is Avfuel's web -based payment processing system. Designed with the user in mind, it increases
transaction efficiency and allows for a more customer -focused experience. A variety of reports are available for
download and import into various software by accounting staff.
Core features
Electronic processing of all transactions (sales, voids, credits,
post -authorizations)
■ Integrated with Avfuel Contract Fuel and AVTRIP rewards
Easy customer look -up by name, tail number, city or card type
Minimal steps and pre -populated data for quick processing
Avfuel Contract Fuel Pre -Authorizations are sent directly to the
Avfuel Hub
■ Print and email receipt options
Create on -demand reports
■ Manage customer data
International processing capabilities
a PCI (Payment Card Industry) Compliant, improving credit card
security
Electronic processing
r Avfuel Payment Cards
Avfuel Contract Fuel
American Express
Avcard
Cash
A Discover
Government Air Card
MasterCard
• Third -Party Cards
U.S. Bank I Multi Service Aviation
Visa
L
CONFIDENTIAL I All material in this document is to be considered confidential and you are hereby notified that any disclosure, copying or distribution is strictly prohibited.
Avfuel contract Fuel
Avfuel Contract Fuel—an established network with thousands of high-volume customers—is a valuable offering for
attracting and retaining customers.
More than 4,000 customers representing 15,000+ turbine aircraft
7 3,000+ locations worldwide
A dedicated sales and support team directs customers to Avfuel Contract Fuel locations
a Avfuel Contract Fuel Sales Team works together with your FBO to develop a targeted, focused list of prospective
flight departments to market and make sales calls on your behalf.
Research is conducted using Avfuel's FAA data feed (historical departure/arrival info per flight operation),
TRAQPak, Amstat and historical sales data. This research is vetted against both Avfuel's and your own customer
list to develop additional targeted prospect lists.
Avfuel Contract Fuel is flexible and beneficial to your business:
■ Avfuel-branded FBOs pay ZERO processing fees for fuel on Avfuel Contract Fuel transactions
You tailor into -plane rates for each customer, improving your margins
Approved direct -bill format for fractional operators—NetJets, Flight Options, Flexjet
All third -party contract fuel and reseller transactions are processed through your point-of-sale system to
Streamline billing
■ Reduce receivables
26
CONFIDENTIAL I All material in this document is to be considered confidential and you are hereby notified that any disclosure, copying or distribution is strictly prohibited.
V?"
AVTRIP
Established in 1988 to reward flight crew members for their loyalty and fuel purchases, AVTRIP remains the most
popular incentive program in the industry. Members enjoy higher earning potential with tiered membership—silver,
gold or platinum—which further incentivizes pilots to visit Avfuel FBOs that offerAVTRIP and uplift more fuel.
AVTRIP is the only proven sales -enhancement tool offered by any fuel supplier.
Low Cost:
• $0.01 per point. Minimum of two points per gallon.
■ Avfuel pays for extra gold and platinum points.
• Softens need for discounts
Silver Gold Platinum
AVTRIP is the preferred program for:
Member experience
n Ease of use at the counter
• Overall communication
■ Ease of online account management
Ease of award redemption
z Number of locations
2f
CONFIDENTIAL I All material in this document is to be considered confidential and you are hereby notified that any disclosure, copying or distribution is strictly prohibited.
Gallons
01-7.A9D
7,500:2.9.999
30,000+
Unique FBO Visits
;71
3_9
0 •
1024
or
25+
Requires fuel purchase to qualify
Bonus point events
Accelerator rate
89'0
1 iso
12%
2 points/gallon
•
Extra points/gallon
5
1
Exclusive bonus days
•
........
Special gifts
........
•
VIP access to events
•
AVTRIP is the preferred program for:
Member experience
n Ease of use at the counter
• Overall communication
■ Ease of online account management
Ease of award redemption
z Number of locations
2f
CONFIDENTIAL I All material in this document is to be considered confidential and you are hereby notified that any disclosure, copying or distribution is strictly prohibited.
Avplan Trip Support
LEI
f n
Avplan is Avfuel's trip -planning and flight -support company that facilitates high-volume clients with
personalized service for all travel—domestic and global. Combined with Avfuel Contract Fuel and AVTRIP
rewards, Avplan lands Avfuel FBOs more business.
• Actively directs flights to the Avfuel Network of FBOs for fuel and services
• Puts Avfuel FBOs on the flight path of more customers from more countries
• Serves clients with a team of in-house meteorologists, planners and flight -followers
. More than 30 years of professional experience in aviation planning
• Flight following
• Communications
■ Government agency relations
• NOTAMs
• Permits
• Arrival and departure slots
■ Computerized flight planning
• Weather services
• Visas
2 I3
CON FI DENTIAL i All material in this document is to be considered confidential and you are hereby notified that any disclosure, copying or distribution is strictly prohibited.
'
-si s LIQ
... •
-
j37Y�
Avplan is Avfuel's trip -planning and flight -support company that facilitates high-volume clients with
personalized service for all travel—domestic and global. Combined with Avfuel Contract Fuel and AVTRIP
rewards, Avplan lands Avfuel FBOs more business.
• Actively directs flights to the Avfuel Network of FBOs for fuel and services
• Puts Avfuel FBOs on the flight path of more customers from more countries
• Serves clients with a team of in-house meteorologists, planners and flight -followers
. More than 30 years of professional experience in aviation planning
• Flight following
• Communications
■ Government agency relations
• NOTAMs
• Permits
• Arrival and departure slots
■ Computerized flight planning
• Weather services
• Visas
2 I3
CON FI DENTIAL i All material in this document is to be considered confidential and you are hereby notified that any disclosure, copying or distribution is strictly prohibited.
Marketing
Avfuel customers benefit from the marketing power of a
recognized and trusted global brand. As a member of
our network, our marketing team works for YOU,
providing creative strategies customized to meet your
specific needs.
Avfuel marketing combines proven communication
platforms with innovative technologies to help you attract
business, earn customer loyalty and increase sales.
Additionally, Avfuel provides a number of training and
support solutions to facilitate the implementation of our
marketing efforts and support our commitment to your
FBO.
The Avfuel Marketing System taps into the power of the
WWII entire Avfuel Network, giving your individual FBO the
reach of a widely -recognized global brand and putting
you squarely in front of Avfuel's wide variety of aviation
�. customers.
Marketing Capabilities —
Integrated solutions available
as needed
CONFIDENTIAL i All material in this document is to be considered confidential and you are hereby notified that any disclosure, copying or distribution is strictly prohibited,
Marketing Capabilities
Integrated solutions at -a -glance
Sample items available upon request
Brand/Image
Launch or rebrand
Strategies to build brand value
Brand audits
Concept, graphic design and content support
Media buying and planning
Interior/exterior facility design
Uniforms
Print
Magazines, trade publications, directories, brochures
Newsletters, business cards, letterhead and other collateral
Posters, billboards, custom interior lobby artwork
Custom mailers
Digital
All web advertising
Email communications
Custom corporate videos
Newsletters
Website design and development
Public Relations
Communications/PR strategies
Social media strategies
Press releases
Internal and external communications
Sales and Training Support
AVTRIP—utilization and how to use as a sales tool
Customer Service
Rampside Training
Contract Fuel
Special Event Assistance
Concept, creative and content support for all events
Industry conferences and meetings
Marketing Campaigns
Conceptualize, develop and help distribute custom
marketing campaigns
30
CONFIDENTIAL I All material in this document is to be considered confidential and you are hereby notified that any disclosure, copying or distribution is strictly prohibited.
Fuel Duality Assurance and Training
S
Avfuel Quality Assurance has developed a comprehensive fuel -handling, safety -training program. We provide
Avfuel FBOs with ongoing consultation, education, training materials, testing and seminars.
FAA -Approved Part 139 Fuel Quality Training Seminars
a Fuel experts on -hand 24/7/365
Discounted parts and supplies
Avfuel Online Training System
• Initial subscription fee based on volume, unlimited number of users
$300 annual renewal
Rampside course has 18 training modules
■ Includes Rampside and Customer Service Training
311
CONFIDENTIAL i All material in this document is to be considered confidential and you are hereby notified that any disclosure, copying or distribution is strictly prohibited.
Insurance coverage: Avsurance
Avfuel's in-house aviation insurance subsidiary, Avsurance, has more than 20 years of hands-on experience providing
coverage to FBOs and airports.
E Avfuel-branded dealers are granted third -party $50 million USD excess products liability coverage for fueling
operations, provided underlying requirements are met.
Requirements: Certificate of Insurance evidencing $1 million USD csl airport premises and products liability with
Avfuel as additional insured.
Insurance coverage for all FBO needs is available, including items such as courtesy cars, aircraft maintenance,
environmental exposure, fuel farms and more. Coverages include, but are not limited to:
Aviation general liability insurance
a Premises insurance
Hangarkeepers insurance
Airport insurance
Heliport insurance
Airport property insurance
Helicopter insurance
Workers' compensation
Aircraft hull and liability insurance
Air ambulance insurance
Heavy lift insurance
Pipeline patrol insurance
Part 135 insurance
Part 91 insurance
4 Scheduled 121 operator insurance
Cargo insurance
Freight insurance
Flight school insurance
Environmental liability insurance
Crew car insurance
Commercial auto insurance
Mobile equipment insurance
Commercial property insurance
■ Products & completed operation insurance
32
CONFIDENTIAL I All material in this document is to be considered confidential and you are hereby notified that any disclosure, copying or distribution is strictly prohibited.
Fuel ordering and dispatch
Avfuel dispatch is available 24/7/365. All calls are promptly received and handled by Avfuel's dispatch
professionals.
• Avfuel dispatchers are logistic experts with years of experience handling all types of fuel deliveries under
special circumstances.
• Fuel deliveries typically on 48-hour notice for Jet A and 72 -hour notice for Avgas.
• Special events and emergency orders handled by experts on an individual basis.
1!!IW_ _ ......."".
j
in
CONFIDENTIAL i All material in this document is to be considered confidential and you are hereby notified that any disclosure, copying or distribution is strictly prohibited.
City of Fayetteville, Arkansas
CITY OF
FAY ETTE V 1 L L E
RFP 18-05, Aviation Fuel Services
ARKANSAS
List of Proposals Updated: 02.21.2018
Contact
Phone Number
Address city SME - ;j
1
Avfuel Corporation David Mittleman
(1800) 521-4106
47 West Ellsworth Rd Ann Arbor MI 48108
2 Eastern Aviation Fuels Inc. Syron Gray
(1972) 358-6809 601 N McCarthy Blvd New Bern NC 28561
AvFuel Contract Addendums
City of Fayetteville Staff Review Form
2018-0644
tegistar File ID
N/A
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Summer Fallen 11/9/2018 AIRPORT SERVICES (760)
Submitted By Submitted Date Division / Department
Action Recommendation:
Airport -Approval and signature of the Mayor on two addendums for the AvFuel contract, Resolution #183-18.
Budget Impact:
Account Number Fund
Project Number Project Title
Budgeted Item? No Current Budget $ -
Funds Obligated $ -
Current Balance C $-----�
Does item have a cost? No Item Cost
Budget Adjustment Attached? No Budget Adjustment
Remaining Budget $ -
V20180321
Purchase Order Number: Previous Ordinance or Resolution '# 183-18
Change Order Number: Approval Date: 11/27/18
Original Contract Number:
Comments:
}
CITY OF
FAYETTEVILLE
ARKANSAS
TO: Lioneld Jordan, Mayor
THRU: Don Marr, Chief of Staff
Staff/Contract Review Committee
FROM: Summer Fallen, Airport Services Manager
DATE: 11/09/2018
SUBJECT: AvFuel Addendums
STAFF MEMO
RECOMMENDATION:
Review and signature of the Mayor.
BACKGROUND:
These addendums will amend the AvFuel contract approved by City Council on August 21,
2018.
DISCUSSION:
Addendum #3183/2003 is changing this 3,000 gallon refueler truck rent from $1200 a month to
$1100 a month.
Addendum #909/2009 is adding an Isuzu 900-g6llon refu.eler truck as a loaner while our current
truck is being refurbished.
BUDGET/STAFF IMPACT:
$100 a month less for a savings of $1200 per year.
Attachments:
Staff Review Form
Staff Review Memo
Addendum #3183-2003
Addendum # 909/2009
Resolution # 183-18
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
EQUIPMENT ADDENDUM
to the
AVIATION FUEL SUPPLY AGREEMENT
between
AVFUEL CORPORATION
and
City of Fayetteville DBA Fayetteville Municipal Airport
The following equipment changes are incorporated and made part of the above named agreement
with a reference date of_04/19/2013
Add #909/2009 Isuzu 900 -gallon refueler truck, vin# 4KLB4W1N29J801322
Rent $0.00 (loaner)
Rcplacement value: $65, 000.00
Note: Meters are not calibrated or certified prior to delivery.
Meter calibration is the responsibility of the Customer.
The reference date of this.Addendum is; 1.1 108120118 effective date is such date or
AVFUEL CORPORATION City of Fayetteville DBA Fayetteville Municipal
Airport
By:
Signature
William B3 Li lit Vicl'residetit -of
Administration
Date':
jzev ')/13
0
EQUIPMENT ADDENDUM
to the
AVIATION FUEL SUPPLY AGREEMENT
between
AVFUEL CORPORATION
and
City of Fayetteville DBA Fayetteville Municipal Airport
The following equipment changes are incorporated and made part of the above named agreement
with a reference date of 04/19/2013
Add #3183/2003 International 3000 -gallon refueler truck, vin# IHTMPAFN43H564779
Rent $0.00 for 12 months then $1100.00/mo.
Replacement value: $100, 000.00
Remove #2036/2003 International 2000 -gallon refueler truck, vin# 3HTMPAFL73N583573
Rent $1200.00
Note: Meters are not calibrated or certified prior to delivery.
Meter calibration is the responsibility of the Customer.
The reference date of this Addendum is; 11/08/201:8 effective date is such date or
AVFUEL CORPORATION City of Fayetteville DBA Fayetteville Municipal
Airport
By:
Signature
William B. Light. Vice -Pi7 ii -dent of
Adininistratidn
Date:
Rev 3/1 3
f1`nYEt"�
113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 183-18
File Number: 2018-0422
RFP 18-05 AVFUEL CORPORATION:
A RESOLUTION TO AWARD RFP 18-05 AND APPROVE A ONE (1) YEAR CONTRACT WITH
AUTOMATIC RENEWALS FOR UP TO FOUR ADDITIONAL ONE (1) YEAR TERMS WITH
AVFUEL CORPORATION FOR THE PROVISION OF AVIATION FUEL AND REFUELER TRUCKS
FOR FAYETTEVILLE EXECUTIVE AIRPORT -DRAKE FIELD
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby awards RFP 18-05 and
authorizes Mayor Jordan to sign a one (1) year contract with automatic renewals for up to four (4) additional
one (1) year terms with AvFuel Corporation for the provision of aviation fuel and refueler trucks for
Fayetteville Executive Airport -Drake Field.
PASSED and APPROVED on 8/21/2018
Attest:
Sondra E. Smith, City Clerk TfMWWTtj{tt
i:NG y OA:c
^U:NAYET ,tVILLE:
Page 1 Printed on WV18