1-USD Propane Fuel Invitation for Bid.pdf

Invitation for Bid

Uintah School District Propane Fuel

Uintah School District

826 South 1500 East Naples, Utah 84078

Deadline for Submittal August 18, 2026

1:00 P.M.

I. PURPOSE

The Uintah School District is seeking a qualified vendor to provide propane fuel for the Transportation Department school buses, up to 70,000 gallons for the 2026/2027 school (fiscal) year, which ends June 30, 2027.

II. SCOPE OF WORK

Uintah School District is seeking a qualified vendor to provide up to 70,000 gallons of propane within 10 months of the award notification. The propane bid needs to be in the format of cost per gallons. This cost per gallon will need to include all fees. Each order/delivery will need to be no less than 9,000 gallons. The Scope of Work includes the following:

1. Delivery Requirements:

a. Delivery will be ordered and scheduled through the Transportation Department, (435) 781-3180.

b. Transport at least 9,000 gallons of propane to Uintah School District, located at 826 South 1500 East, Naples, UT 84078.

c. Available delivery times are Monday – Thursday, 7:00 A.M. to 4:00 P.M., except for holidays. (Other times can be considered but need to be approved through the Transportation Department, before transport departure.)

Note: Please contact Mark Rich (435) 781-4665, Erik Middleton (435) 781-3180 x2892, or Stacy Hawley (435) 781-3180 x2883 to ensure availability and access to propane fuel tank.

The District will not provide any equipment. The vendor’s per gallon pricing must include the materials, labor, equipment, shipping, delivery, fuel, maintenance, rentals, and surcharges, etc.

required to perform the delivery. The Vendor must provide proof of insurance and include all relevant and required licensing. Vendors will be responsible for any damage as a result of the delivery of propane, including but not limited to, machines, equipment, laborers, or items used during this process.

Vendors shall state in their Bid the grade of propane being delivered. Any propane proposed to be used other than a vehicle grade propane should be listed on the bid Cost Proposal Form (Attachment A) and requires approval from District staff, based on the best interests of the District and consistent with the District’s Purchasing Policy.

Any product or services that have been omitted from this specification that are clearly necessary for completing the work shall be considered a requirement although not directly specified or called for in this Bid.

The amount of propane to be purchased is an estimate and does not bind the District to purchase any or limit the District to purchase only the amounts identified in this IFB. The District may, at its discretion, limit the amount of propane purchased based on budget restrictions, and in accordance with the District’s Purchasing Policy. Award of the Bid does not guarantee any purchase.

The District reserves the right to award to one vendor or award to multiple vendors based on the best interests of the District.

Warranty – The District requires the vendor to warranty all fuel for no less than 12 months.

Bids shall remain valid for 60 days after the day of the Bid opening. Any potential vendor who seeks to withdraw or modify a Bid because of a computational error shall notify the Purchasing Agent at the District no later than three (3) business days following the Bid closing. The vendor must thereafter promptly demonstrate the vendor’s mistake by providing worksheets and other information as appropriate or required by the District to substantiate the claim of inadvertent error.

The District has sole discretion to determine whether to permit any modification or withdrawal of the Bid per the District’s Purchasing Policy.

After the Bid has closed, the District may at any time and for any reason make a written request to a potential vendor for clarifying information contained in a solicitation.

All Bids must include detailed pricing based upon the Scope of Work listed out in this IFB. Any substitutions/exceptions must be listed out on the Cost Proposal Form (Attachment A) to be considered and a data sheet for the substitution must be included.

Pricing sheets must be submitted by an authorized individual within the company/organization who is able to bind the organization to the terms and pricing listed. Please include proof of relevant licensing. Failure to not answer any of the following questions, provide the required documents, or follow any required steps may result in the Bid being disqualified, but it is at the sole discretion of the District, based on the best interest of the District.

III. MINIMUM QUALIFICATIONS

The Uintah School District is looking for a vendor that has completed similar work in size and scope.

Vendor must have these minimum qualifications; otherwise, the Bid will be rejected and will not be evaluated.

1. Demonstrated five years of experience as a Vendor distributing propane.

2. Hold a current business License.

IV. INSURANCE REQUIREMENTS

The vendor shall procure and maintain at its own expense and shall provide evidence, satisfactory to the District, of insurance as follows:

1. Commercial General Liability - A minimum of One Million Dollars ($1,000,000) combined single limit per occurrence for bodily injury, personal injury, and property damage, and not less than Two Million Dollars ($2,000,000) in the aggregate. The general aggregate limit shall apply separately to the specific project, or the general aggregate limit shall be two (2) times the required occurrence limit. The coverage shall be in the nature of Broad Form Commercial General Liability coverage, and shall specifically include, at minimum, the following coverages:

a. Premises - Operations;

b. Product - Completed Operations Hazard;

c. Broad Form Contractual Insurance;

d. Independent Contractors;

e. Automotive;

f. Comprehensive Form;

g. Broad Form Property Damage; and

h. Personal Injury.

i. Other insurance requirements may be required.

2. If the coverages described above are not in place at the time a proposal is submitted the vendor should describe in detail what types and levels of coverage are in place currently, and clearly indicate the vendor's ability and willingness to obtain the above listed coverage if required by the District.

3. The vendor shall maintain all employee related insurance, in the statutory amounts, such as unemployment compensation, worker's compensation, and employer's liability, for its employees or volunteers involved in performing services pursuant to this Contract.

4. The vendor shall submit certificates of insurance as evidence of the above required coverage to the District prior to the commencement of this agreement. Such certificates shall provide the District with thirty (30) calendar day's written notice prior to the cancellation or material change of the applicable coverage, as evidenced by return receipt or certified mail, sent to the above address.

5. The District shall be listed as additional insured.

V. DISCLOSURES

1. Once the IFB is released, communication of any kind made regarding this Bid with any District employee or committee member other than the listed contact person in this IFB is prohibited. Any such contact could disqualify a provider from being awarded this IFB.

2. Any product or services that have been omitted from this specification that is clearly necessary for completing the work shall be considered a requirement although not directly specified or called for in this Bid.

3. The District does not provide Bidders Lists or Plan holders Lists.

4. In order to access the State of Utah's procurements online, you must register as a vendor on the

U3P-Bonfire website, https://utah.bonfirehub.com/portal/?tab=openOpportunities . If you require assistance during the registration process, you may contact U3Padmin@utah.gov.

Registration, email notifications, and electronic responses for all sourcing events (bids, RFBs, etc.)

are free under the State of Utah contract with U3P-Bonfire. Registration with the Utah Supplier Portal is limited to procurements conducted by the State of Utah and political subdivisions of the State of Utah.

5. Bid pricing and documentation (Attachment A & B) must be submitted by an agent within the company/organization who has the authorization to bind the organization to the terms and pricing listed.

6. Submit Bids through U3P-Bonfire electronically by the close date listed in U3P-Bonfire. It is the sole responsibility of the Vendor to submit the Bid before the scheduled time. Any questions regarding how to use the U3P-Bonfire program, including how to submit a Bid, download and upload documents, etc., should contact U3Padmin@utah.gov.

7. Any changes or clarifications will be made through the Addendum process through U3P-Bonfire. It is the responsibility of the Vendor to check and ensure they have examined all addendum(s) or questions. The District is not responsible for any Vendor whose Bids do not take into consideration updated information released through the Q&A function in U3P-Bonfire or through any addendums added through U3P-Bonfire.

8. It shall be the sole responsibility of the proposer to upload their documents onto the U3P-Bonfire website prior to the deadline. It is not the responsibility of the District to inform Vendors that they must submit through U3P-Bonfire; it is the sole responsibility of the Vendor to read through this IFB and follow all conditions.

9. A mailed proposal sealed and delivered no later than 1:00 p.m. on Tuesday, August 18, 2026, addressed to Kelli Wilson, Purchasing Agent, Uintah School District, 826 South 1500 East, Naples, Utah will be accepted as an alternate to submitting through U3P-Bonfire. The District will not consider late responses, regardless of circumstances.

10. Failure to answer required questions, submit required documents, or follow any of the listed conditions or required step (s) in this IFB may result in the Bid being disqualified, but it is at the sole discretion of the District to do so consistent with the Purchasing Policy and the best interests of the District.

11. Faxed or emailed bids are not acceptable forms of submission and will not be considered as a valid response from an offeror unless prior approval is given by the purchasing agent, kelli.wilson@uintah.net.

12. Any Bid may be withdrawn prior to the date and time the Bids are due. Any Bid not withdrawn will constitute an irrevocable offer to provide the District with the services/product specified in the Bid.

Bids shall remain valid for (60) days after the day of the Bid opening.

https://utah.bonfirehub.com/portal/?tab=openOpportunities mailto:U3Padmin@utah.gov mailto:U3Padmin@utah.gov mailto:kelli.wilson@uintah.net

13. The Uintah School District reserves the right to reject any or all IFB’s or any part, thereof; to waive informalities; to negotiate and agree to contract terms with the successful Bid; to disregard non-conforming, non-responsive, unbalanced, or conditional Bids, and to re-advertise if it is in the best interest of the District to do so.

14. All questions must be submitted via U3P-Bonfire by the Q&A date/time deadline posted in U3P- Bonfire. Any question emailed or asked of staff will not be answered. Instead, potential providers will be directed to go to U3P-Bonfire and submit their questions via the Question-and-Answer function in U3P-Bonfire. After the Bid has closed, the District may at any time and for any reason make a written request to a potential vendor for clarifying information contained in a solicitation.

15. Any potential Vendor who seeks to withdraw or modify a Bid because of a computational error shall notify the Purchasing Agent at the District no later than three (3) business days following the Bid closing. The Vendor must thereafter promptly demonstrate the Vendor’s mistake by providing worksheets and other information as appropriate or required by the District to substantiate the claim of inadvertent error. The District has sole discretion to determine whether to permit any modification or withdrawal of the Bid per the District’s Purchasing Policy.

VI. REVIEW CRITERIA AND

AWARD

1. Basis of Bid – Bid is based on lump sum pricing, per gallon. Pricing is to include materials, labor, equipment, rental fees, travel fees, delivery, fuel, maintenance, surcharges, waste fees, disposal fees, insurance, lodging, meals, and all other costs required to perform the work. See Section II Scope of Work for a breakout of required services.

2. The Vendor must have a minimum of 5 years’ experience in similar work, if the Vendor has not done previous work for Uintah School District.

3. It is the intention of the District to award the Bid to the lowest responsive and responsible Vendor who meets the Bid requirements, with reasonable promptness; however, the District does not guarantee to make any award based on this IFB.

4. A minor exception, if taken and fully explained to the satisfaction of Uintah School District staff, will not necessarily be cause for rejection of the Bid.

5. The District reserves the right to: reject any and all Bids or any part thereof; waive any informalities; negotiate and agree to contract terms with the successful Vendor; disregard non-conforming, non- responsive, unbalanced or conditional Bids; and withhold the award for any reason deemed in the best interests of the District, as solely determined by the District.

6. The District reserves the right to reject any Bid if the District believes that it would not be in the best interest of the project or the District. Without limitation, such rejection may be because the Bid is not responsive, or the Vendor is unqualified or of doubtful ability or the Bid or Vendor fails to meet any other pertinent standard or criteria established by the District, as solely determined by the District.

7. The Bid award is contingent upon Uintah School District Board of Education approval.

8. Each payment will be made upon delivery completion, clean-up, inspection, and approval (signing of the invoice) by Mark Rich, USD Transportation Coordinator. No prepayments or draws against anticipated work will be allowed.

9. Please note that sales made to Utah school district are exempt from sales tax, Utah Code 59- 12-1-4. A copy of the Utah State Sales Tax Exempt Certificate can be requested from the Purchasing Department.

VII. PROTECTED INFORMATION

1. All Bids are subject to the Government Records Access and Management Act (GRAMA)

Utah Code Ann., Subsection § 63G-2-101 et seq.

2. If Vendor believes any information should be held confidential for business reasons, Vendor must submit a written claim of business confidentiality for that particular information and include a specific statement of the reasons supporting the claim pursuant to Utah Code Ann.

§ 63G-2-305(2).