Propane_-_Site_Visit_Notes_051921_0001.docx

Grand Teton National Park Provide Propane Service to Park and Quarters Facilities Site Visit May 19, 2021

Attendance:

Molly Lynam, NPS Contracting Officer David Reus, NPS FMSS Specialist Alex Roberts, NPS Housing Assistant (COR) Mack McFarland, NPS Safety Officer Rud Turgeon, Suburban Propane Joe Reasheck, Suburban Propane Greg Dickey, Ferellgas Tyler Nelson, Ferrellgas

Summary:

After introductions, Lynam provided overview of contract clauses including bid due date of May 31 (via email), ordering periods (at lease annually, but possibly more frequently depending on pricing), maximum (300,000 gallons) and minimum guarantee (5,000 gallons), bid instructions (pricing BPN + mark-up, service plan summary, and past performance), and selection by comparative evaluation – Instructions on page 4 of RFQ. Reus outlined site visit to look at a representative sample of under ground and above ground tanks; both Suburban and Ferrellgas agreed that seeing only a few would be sufficient.

McFarland emphasized need to comply with applicable code and raised an audit finding about above ground tanks not set on concrete pads with straps. Both Ferrellgas and Suburban provided industry perspective that a concrete pad with anchor straps was not typical and not required by NFPA, rather only under ground tanks in a floodplain required straps.

Ferrellgas asked what the date was for transitioning tanks (PWS stated November 15) and followed-up by asking if they could fill Suburban tanks in the interim until the transition occurred. The current Suburban contract is silent on this, as well as the PWS.

Ferrellgas asked for the pricing on the current contract and a copy of current contract. Lynam asked that they email the request to her but that sharing the price and contract would be allowed.

McFarland asked for clarification on typical ownership arrangement. Both Suburban and Ferrellgas said that they own the tank to the regulator and that after the “first stage” it was the property owner’s responsibility. Meters also server as regulators. Under this arrangement, the park is responsible for the lines from the tanks with attached meters, and from the lines after meters fed by a feeder tank.

Ferrellgas mentioned updated tank quantities, however this does not appear in any of the PWS/RFQ documentation. Suburban was silent on this question.

Group visited the following tank sites: WCHP, Quarters 187, Quarters 200, Quarters 165, and CTDVC.

Follow-up:

McFarland to research audit findings to determine if park will require above ground tanks to be placed on concrete pad with tie down straps.

Lynam and Reus discussed adding a bid line item lump sum one-time cost for transition/safety improvements.

Park to subscribe to BPN weekly newsletter, invoices will not need to be accompanied by copy of BPN.