Fuel Truck for Delta State University

Delta State University is seeking bids for one new aviation refueling truck capable of carrying 100LL fuel.

delta state university

General

Status:Open (approved)

Solicitation Identifier:DSU10-2026/RFX3160008085

Due Date:Jul 02, 2026 07:30 PM

Posted Date:Jun 11, 2026 07:23 PM

Type:Invitation for/to Bid (IFB/ITB)

Level:State

Original Solicitation Links

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DSU10-2026/RFX3160008085

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Fuel Truck

Contact

Name:Mechelle Jones

Phone:+16628464046

Address:1003 West Sunflower Road, Shaw, MS, USA

Submission Instructions

Method:Electronic or Mail/In-Person Delivery to Procurement Office, or Electronic via MS.gov portal. The most direct electronic submission is via the MS.gov portal using the RFx number. Mail/In-person delivery is to the Office of Procurement Services at Kent Wyatt Hall, Suite 221. Electronic submission via MS.gov is preferred for non-ITS bids. If submitting electronically via MS.gov, use RFx#3160008085. If submitting via mail or in person, address the package to Delta State University, Office of Procurement & Auxiliary Services, 1003 W. Sunflower Road, Cleveland, MS 38733, with 'Bid-DONOTOPEN Fuel Truck DSU10-2026' in the lower left corner. Electronic review of proposal is also available at https://www.ms.gov/dfa/contract_bid_search using the RFx number as the reference number. Bidders shall submit their bids either electronically or in a sealed envelope. Bidders shall submit their bids either electronically or in a sealed envelope. Bidder's submission must include page 2 of this Invitation for Bid. Sealed bids should include the bid number and RFX number on the face of the envelope as well as the bidder's name and address. Bids should be mailed to: Delta State University; Office of Procurement Services; 1003 W. Sunflower Rd.; Cleveland, MS 38733 or hand delivered to: Delta State University; Office of Procurement Services; Kent Wyatt Hall, Suite 221. At this time, we only accept non-ITS bids electronically. For electronic submission of bids, go to: https://www.ms.gov/dfa/contract_bid_search and use the RFX number on the next page as your reference number. Bidders shall be responsible for prompt arrival of the bid at the location designated in the specifications. Late proposals, telegrams, facsimile, or telephone bids will not be considered. Bids will also not be considered from firms, individuals or the same owners of separate companies submitting more than one bid. The buyer will be the sole judge in determining compliance with the specifications and this decision shall be final. The buyer reserves the right to reject any or all bid proposals, and to purchase the equipment it deems most suitable to its needs. The purchaser shall not be obligated to accept the lowest or any bid. The buyer reserves the right to use the following criteria in the evaluation and award process: Specification Compliance, Compatibility with Existing AATD, Delivery Time, Past performance of the bidder, Reputation of the Bidder with other Buyers, Price. Bids submitted shall include delivery by a factory/company trained representative(s). The representative(s) shall be prepared to familiarize the buyer with the operations and maintenance of the fuel truck. The responsibility for the apparatus and equipment remain with the manufacturer until satisfactory completion of the acceptance test and the formal acceptance of the refueling truck is made. If the Seller offers financing, terms and conditions should be plainly stated with a copy of a contract, as it would apply, included with the bid. Delta State University utilizes "Net45" payment terms. Other terms MIGHT be accepted upon consultation with procurement and legal departments. Exceptions: These specifications are not meant to eliminate a qualified bidder but are stated to establish the minimum acceptable quality level that will be accepted. Exceptions may be submitted where the item specified is not available to a manufacturer. Each bidder shall list exceptions on a page entitled "Exception to Specifications" and shall include completed descriptions of the substituted item. Exceptions shall concisely describe the item noted for exception and state the item being provided. If there are no exceptions to the specifications listed, it shall be assumed that the buyer will find no deviations between the advertised specifications and the proposals submitted. Numerous, extensive, vague or confusing exceptions to specifications could result in rejection of the bid. The buyer will closely compare each bid submitted with the advertised specifications in order to determine the level of compliance of each bid. All bidders are hereby advised that proposals that are found to have deviations without proper exceptions will be rejected. Proposals taking general or total exception are not being solicited. The refueling truck will be inspected upon delivery for compliance with the specifications. Deviations will not be tolerated and will be cause for rejection of the apparatus unless these deviations were originally listed and approved by the buyer as part of the contract. Manufacturer History: A written review of the company, in chronological order, detailing the background of the manufacturer shall be provided as part of the bid proposal. References may also be included. Specifications: Minimum 1000 gallon tank capacity Sealed manhole cover on top of tank Electric retractable hose reel with minimum 40 feet of 1 inch aviation fueling hose 12VDC 25 GPM rated continuous duty fuel transfer pump (example would be Fill-Rite NX25) VF-61 fuel filter housing with .5-micron particulate and water block type filter Fuel counter, calibrated for 100LL fuel, capable of counting to the "tenths (0.1)" position Must have calibration certificate or be "field" calibrated with associated paperwork Bottom load capable fueling point for refueling tank. Must have an automatic cutoff to prevent overfilling with a means to test the function of the cutoff. The bottom load hose connection should utilize a self-closing dry break cam-loc style fitting. All electrical components that may spark (switches, cutoffs, connections, etc) must be explosion proof 5 gallon type refueling nozzle Emergency cutoff valve (often referred to as a belly valve). The emergency shutoff should be accessible from the sides of the truck as well as the rear of the truck. Sump drain valve, allowing fuel to be pulled from the lowest point in the tank for sampling purposes. Grounding reel with minimum 50 feet of coated cable with clamp to ground/bond aircraft and truck. Gasoline truck (no diesel) Brake interlock system that will not allow vehicle to be driven if refueling point is not secured. The following are not required, but would be beneficial: A means to measure fuel remaining in the tank. This could be a separate counter or "fuel gauge". Ability for truck to be able to pull fuel from a storage tank if the need arises. Evaluation Standards Specification Compliance 60 Compatibility with Existing AATD 20 Delivery Time 40 Past Performance of the Bidder 30 Reputation of the Bidder with other Buyers 40 Price 30 6 Attachment1 GENERAL CONDITIONS (DSU2025 Edition) Bidders must comply with all rules, regulations and statutes relating to purchasing in the State of Mississippi in addition to the requirements of this form. ALL BIDS SUBMITTED MUST BE IN COMPLIANCE WITH THE GENERAL CONDITIONS SET FORTH HEREIN. ALL VENDORS ARE OBLIGATED TO READ, UNDERSTAND, AND AGREE TO THESE CONDITIONS WHEN SUBMITTING A BID FOR A BID TO BE CONSIDERED RESPONSIVE. 1. PREPARATION OF BIDS 1.1 Failure to examine any drawings, specifications, and instructions will be at bidder's risk. 1.2 All prices and notations must be printed in ink or typewritten. No erasures permitted. Errors may be crossed out and corrections printed in ink or typewritten adjacent and must be initialed in ink by persons signing bid. 1.3 Pricing must be quoted on a "per unit" basis, extended as indicated. Any trade discounts included must be itemized and deducted from extended prices. Bidder guarantees product or service offered will meet or exceed specifications included as part of this Invitation for Bid (IFB). Bid prices must be net. In case of error in the extension of prices in the bid, the unit price will govern. No bid shall be altered or amended after the specified time for opening bids. 1.4 Brand Names: Any reference to brand names and numbers in the Invitation for Bids is descriptive, but not restrictive, unless otherwise specified. Bids on equivalent items meeting the standards of quality thereby indicated will be considered, unless otherwise specified, providing the bid clearly describes the article offered and how it differs from the referenced brands. If equipment or supplies of another brand or of other construction than that specified herein is offered by bidder, such bidder shall set forth in his bid a detailed statement indicating wherein each item offered deviates from these specifications. Unless the bidder specifies otherwise in his bid, it is understood that the bidder is offering a referenced brand item as specified in the Invitation for Bids. Delta State University reserves the right to determine whether a substitute offer is equivalent to and meets the standard of quality indicated by the brand name referenced, and Delta State University may require a bidder offering a substitute to supply additional descriptive material and a sample. When merchandise received from a successful bidder is not considered an equal by the requisitioner, it will be returned to the vendor, shipping charges collect. 1.5 Specification: It is understood that reference to available specifications shall be sufficient to make the terms of such specifications binding on the bidder. 1.6 Information and Descriptive Literature: Bidders must furnish all information requested in the spaces provided on the bid form. Further, as may be applicable, each bidder must submit for bid evaluation cuts, sketches, and descriptive literature and technical specifications covering the product offered. Reference to literature submitted with a previous bid or on file with the buyer will not satisfy this provision. 1.7 Samples: Samples of items, when called for, must be furnished free of expense, and if not destroyed in testing will, upon request, be returned at the bidder's expense. Request for the return of samples must be made within ten (10) days following opening bids. Each individual sample must be labeled with bidder's name, manufacturer's brand name and number, bid number and item reference. 1.8 Time of performance: The number of calendar days in which delivery will be made after receipt of orders shall be stated in the bid. Bid should show number of days required to place material in receiving agency's designated location under normal conditions. Failure to state delivery time obligates supplier to complete delivery in 14 calendar days. Unrealistic short or long delivery promises may cause bid to be disregarded. If delay is foreseen, supplier shall give written notice to DSU. DSU has the right to extend delivery date if reasons appear valid to DSU. Default in promised delivery (without accepted reasons) or failure to meet specifications authorizes DSU to purchase supplies elsewhere and charge full increase, if any, in cost and handling to defaulting supplier. No substitutions or cancellations permitted without written approval of the DSU DEPARTMENT OF PROCUREMENT SERVICES. Delivery shall be made during normal working hours only, unless prior approval for late delivery has been obtained from DSU. 2. SUBMISSION OF BIDS 2.1 Bids must be signed and sealed with bidder's name and address on outside of envelope. The bid number and time of bid opening should be clearly labeled on the bid document. 2.2 Bids and modifications or corrections received after the closing time specified will not be considered. 2.3 Only bids submitted on bid forms furnished by Delta State University or copies thereof will be considered. Name of person executing bid must be in longhand. 2.4 Bids shall be submitted F.O.B. destination. Bids not submitted F.O.B. destination will not be considered. Fax bids are not accepted. -1- Attachment1 3. ACCEPTANCE OF BIDS 3.1 DSU reserves the right to accept or reject all or any part of any bid, waive minor technicalities and award the bid to best serve the interests of the State. If a bidder fails to state the time within which a bid must be accepted, Delta State University shall have 60 days from bid opening date to accept. 3.2 If the agency is closed for any reason, including but not limited to: acts of God, strikes, lockouts, riots, acts of war, epidemics, governmental regulations superimposed after the fact, fire, earthquakes, floods, or other natural disasters (the "Force Majeure Events"), which closure prevents the opening of bids at the advertised date and time, all bids received shall be publicly opened and read aloud on the next business day that the agency shall be open and at the previously advertised time. The new date and time of the bid opening, as determined in accordance with this paragraph, shall not be advertised, and all bidders, upon submission of a bid proposal, shall be deemed to have knowledge of and shall have agreed to the provisions of this paragraph. Bids shall be received by the agency until the new date and time of the bid opening as set forth herein. The agency shall not be held responsible for the receipt of any bids for which the delivery was attempted and failed due to the closure of the agency as a result of a Force Majeure Event. Each bidder shall be required to ensure the delivery and receipt of its bid by the agency prior to the new date and time of the bid opening. 4. DISCOUNT PERIOD Time in connection with discount offered will be computed from date of delivery at destination, or from the date correct invoices are received, if the latter date is later than the date of delivery. Cash discounts will not be considered in the award process. 5. AWARD 5.1 A response to an IFB is an offer to contract with DSU based upon the terms, conditions and specifications contained in the IFB. Bids do not become contracts until they are accepted, and an authorized purchase order is issued. The contract shall be governed, construed and interpreted under the laws of the State of Mississippi excluding its choice of law provisions. Contracts and purchases will be made or entered into with the lowest and best responsible bidder meeting specifications, except as otherwise specified in the Invitation. Where more than one item is specified in the Invitation, Delta State University reserves the right to determine the low bidder either on the basis of the individual item or on the basis of all items included in its Invitation for Bids, or as expressly provided in Delta State University Invitation for Bids. 5.2 Unless the bidder specified otherwise in the bid, Delta State University may accept any item or group of items of any kind. Delta State University reserves the right to modify or cancel in whole or in part the Invitation for Bids. 5.3 A written purchase order or contract award mailed, or otherwise furnished, to the successful bidder within the time of acceptance specified in the Invitation for Bid results in a binding contract without further action by either party and without modification of DSU's terms and conditions regardless of any terms or conditions that the Bidder normally may have or use. The contract shall not be assignable by the vendor in whole or in part without the written consent of Delta State University. 6. INSPECTION Final inspection and acceptance or rejection may be made at delivery destination, but all materials and workmanship shall be subject to inspection and test at all times and places, and when practicable. During manufacture, the right is reserved to reject articles which contain defective material and workmanship. Rejected material shall be removed by and at the expense of the vendor promptly after notification or rejection. Final inspection and acceptance or rejection of the materials or supplies shall be made as promptly as practicable, but failure to inspect and accept or reject materials or supplies shall not impose liability on the State of Mississippi or any subdivision thereof for such materials or supplies as are not in accordance with the specification. In the event necessity requires the use of materials or supplies not conforming to the specification, payment therefore may be made at a proper reduction in price. All goods will be subject to inspection and testing by DSU to the extent practicable at all times and places. Authorized DSU personnel shall have access to any supplier's place of business for the purpose of inspecting merchandise. Tests shall be performed on samples submitted with the bid or on samples taken from regular shipment. In the event products tested fail to meet or exceed all conditions and requirements of the specifications, the cost of the sample used and the cost of the testing shall be borne by the supplier. Goods which have been delivered and rejected in whole or in part may, at DSU's option, be returned to the supplier or held for disposition at supplier's risk and expense. Latent defects may result in revocation of acceptance. 7. TAXES Delta State University is exempt from Federal excise taxes and state and local sales or use taxes, and bidders must quote prices which do not include such taxes. Exemption certificates will be furnished upon request. Contractors making improvements to, additions to or repair work on real property on behalf of Delta State University are liable for any applicable sales or use tax on purchase of tangible personal property for use in connection with the contracts. Contractors are likewise liable for any applicable use tax on tangible personal property furnished to them by Delta State University for use in connection with their contracts. -2- Attachment1 8. GIFTS, REBATE, GRATUITIES 8.1 Acceptance of gifts from bidders is prohibited. No officer or employee of the Office of Procurement Services, nor any head of any state department, institution or agency, nor any employee of any state department, institution or agency charged with responsibility of initiating requisitions, shall accept or receive, directly or indirectly, from any person, firm or corporation to whom any contract for the purchase of materials, supplies, or equipment for the State of Mississippi may be awarded, by rebate, gifts, or otherwise, any money or anything of value whatsoever, or any promise, obligation or contract for future rewards or compensation. 8.2 Bidding by state employees is prohibited. It is unlawful for any state official or employee to bid on, or sell, or offer for sale, any merchandise equipment or material, or similar commodity to the State of Mississippi during the tenure of his office or employment, or for the period prescribed by law thereafter, or to have any interest in the selling of the same to the State. 9. BID INFORMATION Bid files may be examined during normal working hours by bid participants. Non-participants will be prohibited from obtaining any information relative to the bid until the official award has been made. 10. CONDITIONS Should a conflict exist between the General Conditions and the Special Conditions attached hereto as ATTACHMENT 2, and incorporated herein by reference, the Special Conditions shall take precedence. 11. WAIVER The Office of Procurement Services reserves the right to waive any General Condition, Special Condition, or minor specification deviation when considered to be in the best interest of Delta State University, so long as such waiver is not given so as to deliberately favor a single vendor and would have the same effect on all vendors. 12. CANCELLATION Any contractor or item award may be canceled for cause by either party with the giving of 30 days written notice of intent to cancel. Cause for Delta State University to cancel shall include, but is not limited to, cost exceeding current market prices for comparable purchase; request for increase in prices during the period of the contract; or failure to perform to contract conditions. The vendor will be required to honor all purchase orders that were prepared and dated prior to the date of expiration or cancellation if received by the vendor within a period of 30 days following the date of expiration or cancellation. Cancellation by Delta State University does not relieve the vendor of any liability arising out of a default or nonperformance. Cause for the vendor to cancel shall include, but is not limited to, the item(s) being discontinued and unavailable from the manufacturer. It is understood and agreed that DSU's obligations under this contract are contingent upon the availability of appropriated funds from which payment for this contract can be made. If funds are not appropriated or otherwise made available, DSU shall have the right to terminate this contract without penalty. 13. SUBSTITUTION DURING CONTRACT During the term of a contract if adequate documentation is provided that supports the claim that the contract item(s) are not available, then items which meet the minimum specifications may be substituted if approved by the Office of Procurement Services and are deemed to be in the best interest of Delta State University. 14. APPLICATION 14.1 It is understood and agreed by the bidder that any contract is entered into solely for the convenience of Delta State University and all purchases made by DSU for products included under the provisions of this contract shall be purchased from the bidder receiving the award unless exempt by special authorization from the Office of Procurement Services. Employees of the Office of Procurement Services have acted exclusively as employees of Delta State University for the award, consummation, administration and all other matters related to this contract and are not liable for any performance or nonperformance by Delta State University. 14.2 The supplier agrees to protect DSU from claims involving infringement of patents or copyrights. 14.3 Supplier hereby assigns to DSU any and all claims for overcharges associated with this contract which arise under the antitrust laws of the United States 15 U.S.C.A. Section 1, et seq. (1973), and which arise under the antitrust laws of the State of Mississippi. 14.4 Signing this bid with a false statement is a material violation and shall void the submitted bid or any resulting contracts, and the bidder shall be removed from all bid lists. By signature hereon affixed, the bidder hereby certifies that: 14.4.1 The bidder has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted bid. 14.4.2 The bidder is not currently delinquent in the payment of any franchise tax owed the State of Mississippi. 14.4.3 The bidder certifies that the individual or business entity named in this bid is not ineligible to receive the specified contract and acknowledges that this contract may be terminated and/or payment withheld if this certification is inaccurate. Neither the bidder nor the firm, -3- "

Description

Delta State University's Office of Procurement Services is soliciting sealed bids for one new aviation refueling truck. The truck must be capable of exclusively carrying 100LL fuel and must be built in accordance with current industry standards and be road legal. The truck should have a minimum 1000-gallon tank capacity, an electric retractable hose reel, a 12VDC 25 GPM fuel transfer pump, a fuel counter calibrated to tenths, a bottom load capable fueling point with an automatic cutoff, and explosion-proof electrical components. It must also include an emergency cutoff valve, a sump drain valve, and a grounding reel. The truck should be gasoline-powered and include a brake interlock system. The evaluation criteria will include specification compliance, compatibility with existing AATD, delivery time, past performance, bidder reputation, and price.