26_028 Propane_Final_V2.pdf

RFP 26-028

Due: 02/23/2026 @ 9 am, EST.

BIBB COUNTY PUBLIC SCHOOLS – Request for Proposals

RFP: 26-028

RFP TITLE: District Wide Propane Bid

RFP Schedule - Date & Time

RFP Issued 01/22/2026

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/2173446850789?p=t

VTkqaVfhK8QhZQ8BL

Meeting ID: 217 344 685 078 9

Passcode: ma9RL3fD

Need help? | System reference

Dial in by phone

+1 478-239-0720,,907826978# United States, Macon

Find a local number

Phone conference ID: 907 826 978#

For organizers: Meeting options | Reset dial-in PIN

02/10/2026 @ 9 am, EST.

Email Kimberly.McKay@bcsdk12.net for an invite if you desire.

Questions Due 02/13/2026 @ 8 am, EST.

RFP Due Date and Time 02/23/2026 @ 9 am EST.

Proposals must be received by the due date and time. No late proposals will be accepted.

RFP Buyer Contact Information

Name Elaine M Wilson - Beverly

E-Mail Elaine.Wilson@bcsdk12.net;

Any inquiries or requests regarding clarification of this RFP document shall be submitted to the buyer in writing.

Offerors may contact ONLY the buyer regarding the terminology stated in the procurement documents.

RFP Submittal Location

All Submittals are completed Via

BONFIRE:

https://bcsdk12.bonfirehub.com/portal/?tab=openOpportunities.

Registration is FREE – A valid account is needed to review the bid opportunity.

RFP Term

Good Day, Bibb County Public Schools reserves the right to enter a one year with renewal if deemed necessary. This is a one year with an option of renewal for three (3) years.

https://teams.microsoft.com/meet/2173446850789?p=tVTkqaVfhK8QhZQ8BL https://teams.microsoft.com/meet/2173446850789?p=tVTkqaVfhK8QhZQ8BL https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_YzQxZjI2MGUtOGY0My00NjgwLTllMmUtZjUzYjFiMTE1MmYx%40thread.v2/0?context=%7b%22Tid%22%3a%220d0a7594-d3a6-4513-bdd4-983a2775d3bb%22%2c%22Oid%22%3a%228b2a0e2b-09f4-4e72-985c-b25960b92251%22%7d tel:+14782390720,,907826978 https://dialin.teams.microsoft.com/78b1b9cf-a022-461f-bc8d-83cdf113297d?id=907826978 https://teams.microsoft.com/meetingOptions/?organizerId=8b2a0e2b-09f4-4e72-985c-b25960b92251&tenantId=0d0a7594-d3a6-4513-bdd4-983a2775d3bb&threadId=19_meeting_YzQxZjI2MGUtOGY0My00NjgwLTllMmUtZjUzYjFiMTE1MmYx@thread.v2&messageId=0&language=en-US https://dialin.teams.microsoft.com/usp/pstnconferencing mailto:Kimberly.McKay@bcsdk12.net mailto:Elaine.Wilson@bcsdk12.net https://bcsdk12.bonfirehub.com/portal/?tab=openOpportunities

Due: 02/23/2026 @ 9 am, EST.

The Bibb County School District takes this opportunity to announce that we are requesting bids for a provider(s) to provide Propane Services Per the Scope of Work for the Transportation and Maintenance

Department; this will be the ONLY provider for Propane services for the year.

All bids will be evaluated as described in the attached document, the time is of the essence and any bids received after the announced time and date for submittal whether by mail or otherwise, will be rejected.

Late bids received will be so noted in the bid file in order that the vendor's name will not be removed from the subject commodity/service list. Late bids will not be considered.

If you have any questions concerning this bid, please submit them in writing to Elaine M. Wilson, Elaine.wilson@bcsdk12.net.

In addition, all communication relating to this bid solicitation, either before or after the bid opens, must be coordinated through the Purchasing Department to Elaine Wilson, via email ONLY;

Elaine.Wilson@bcsdk12.net.

Dr. Elaine M. Wilson-Beverly

Executive Director of Procurement mailto:Elaine.wilson@bcsdk12.net

Due: 02/23/2026 @ 9 am, EST.

Introduction/Background:

The Bibb County School District (BCSD), located in Macon, Georgia, serves approximately 20,000 students across 37 schools. BCSD is committed to providing equitable access to educational opportunities and ensuring effective use of its school facilities. As part of this commitment, BCSD may enter into one agreement or several, depending on the total responses received.

1. Invitation:

The procurement office, on behalf of the Bibb County School District, would like to extend a formal offer to all qualified contractors according to the specifications indicated within this RFP. Please review carefully all sections of the RFP along with the Closing Date and Time.

All questions pertaining to this RFP should be emailed to the Procurement Director, Elaine M.

Wilson, Elaine.wilson@bcsdk12.net, Background Information:

The Bibb County School District (BCSD) operates a fleet of 157 propane-fueled school buses and purchased 644,243 gallons of propane for school bus operations in 2025. Additionally, BCSD relies on propane to operate generators and heaters at 4580 Cavalier Drive.

Approximately 10,000 gallons of propane fuel were purchased in 2025 for this purpose.

BCSD is seeking a qualified propane service contractor to provide comprehensive services that include design, installation, fuel supply, maintenance, training, compliance support, and emergency services associated with propane fueling infrastructure and fuel delivery.

The District currently operates propane fueling sites at the following locations:

• 4580 Cavalier Drive, Macon, GA – 30,000-gallon capacity

• 2448 Roff Avenue, Macon, GA – 18,000-gallon capacity (scheduled for discontinuation)

In addition, BCSD operates three (3) 1,000-gallon propane tanks at 4580 Cavalier Drive to supply propane heaters and generators.

The funding will be General Funds

SPECIFICATIONS/REQUIREMENTS:

Scope of Work:

2. Contractor Responsibilities and Services

2.1 Propane Refueling Facility Design and Installation

The Contractor shall:

Due: 02/23/2026 @ 9 am, EST.

• Design, furnish, and install a minimum 30,000-gallon above-ground propane refueling facility at:

4580 Cavalier Drive, Macon, Georgia 31220

• Provide a facility equipped with four (4) pumps and four (4) vehicle fueling dispensers capable of supporting high-volume school bus refueling operations.

• Ensure that all equipment and installations comply with or exceed all applicable Federal, State, and local codes and regulations, including NFPA 58 and all Georgia safety standards.

2.2 Propane Fuel Supply Services

The Contractor shall:

• Provide a reliable and continuous supply of propane fuel for:

o Propane-power School buses o District generators o Heaters and other propane-powered equipment throughout the District

• Ensure uninterrupted fuel availability to support both daily operations and emergency conditions.

2.3 Safety Training

The Contractor shall:

• Provide initial and ongoing safety training for designated BCSD personnel, including:

o Proper handling and storage of propane o Safe vehicle refueling procedures o Emergency response procedures and propane-related safety protocols

2.4 Installation Support and Regulatory Compliance

The Contractor shall:

• Assist and advise BCSD throughout the installation of propane fueling infrastructure to ensure:

o Full compliance with all Federal, State, and local regulations o Adherence to required safety standards and industry best practices

• Coordinate with local Authorities Having Jurisdiction (AHJ), as required.

2.5 Fuel Management System Compatibility

The Contractor shall ensure that:

• All propane dispensing equipment is compatible with and capable of integrating with

BCSD’s existing fuel management system(s).

Due: 02/23/2026 @ 9 am, EST.

• Dispensing systems include temperature-compensated metering to ensure accurate fuel measurement.

2.6 Emergency Service and Equipment Support

The Contractor shall:

• Provide emergency service response for all propane fueling and dispensing equipment within twenty-four (24) hours of notification.

• Maintain sufficient staffing, parts, and resources to consistently meet this response requirement.

2.7 Emergency Vehicle Refueling Capability

In the event of equipment failure, power outages, or other emergencies, the Contractor shall:

• Provide emergency refueling services to BCSD vehicles, which may include:

o Direct fueling from a propane delivery truck, or o Temporary or alternative fueling solutions sufficient to maintain transportation operations.

2.8 Fuel Supplier Network Participation

The Contractor shall:

• Be an active member of a propane supplier network or agency capable of coordinating and delivering propane fuel on-site.

• Ensure access to propane delivery services in areas where public propane fueling stations are unavailable.

2.9 Georgia Supplier Network Documentation

The Contractor shall provide documentation identifying network member suppliers within the

State of Georgia, including:

• Company name

• Contact information

• Service coverage area(s)

2.10 Permitting, Technical, and Professional Services

The Contractor shall be responsible for all technical and professional services necessary to obtain, install, and maintain compliant propane fueling infrastructure, including but not limited to:

• Site evaluations and surveys

• Engineering plans and specifications

• Permit applications

Due: 02/23/2026 @ 9 am, EST.

• Required inspections and approvals

• Certifications

• Provision of all required equipment and materials

2.11 Equipment Maintenance and Regulatory Compliance

The Contractor shall:

• Maintain all propane refueling equipment in proper working condition for the duration of the contract.

• Ensure ongoing compliance with all applicable Federal, State, and local regulations, including NFPA 58 and any future regulatory changes.

2.12 Fueling Performance Requirements

The Contractor shall provide propane dispensing equipment capable of fueling at a minimum rate of eight (8) gallons per minute per dispenser.

2.13 Contract Term

• Proposals shall remain valid for a minimum of twelve (12) months and a maximum term of sixty (60) months.

2.14 Pricing and Cost Transparency

The Contractor shall provide BCSD with:

• An estimated cost per gallon of propane

• A detailed and transparent list of all additional fees, including but not limited to:

o Pumping or equipment fees o Delivery charges o Service and maintenance fees

• All pricing and fees shall remain fixed for a minimum period of sixty (60) months.

• The Dixie Pipeline Terminal (Milner, Georgia) Average shall be used as the base price reference for propane.

• Annual subscription for a price index that includes the pricing for the Dixie Pipeline

Terminal (Milner, Georgia).

2. Evaluation:

• The contract, if awarded, will be awarded to the bidder responsible. Product quality, service issues, and other factors stipulated above must be met to the satisfaction of the Board for a bid to be considered responsive. The Bids will be evaluated with the following Criteria.

Due: 02/23/2026 @ 9 am, EST.

Scoring Criteria: 1000 points

• Technical Approach and Compliance – 300 points

• Price – 250 points

• Experience, Qualification and Past Performance – 200 points

• Maintenance and Emergency Response – 150 points

• Safety and Training Support – 100 points

3. INTERPRETATION/ADDENDA:

• If any questions should arise pertaining to the RFP Documents, the bidders may email the Director of Procurement, Elaine M. Wilson, Elaine.wilson@bcsdk12.net.

Please include the RFP number in the Subject line, in order to guarantee a response to the question submitted. The questions should be received prior to the deadline within the TENTATIVE TIMELINE.

4. AWARDS

• The BCSD reserves the right to accept or reject any part of a submitted bid (in whole or in part), to accept the entire bid from one bidder, to accept portions of the bid from several bidders, or to reject any and/or all bids submitted or waive any minor irregularity.

• The BCSD reserves the right to award by line item, to more than one vendor, and/or to award by group or any combination thereof.

• Award will be made to the lowest responsive and responsible bidder meeting all specifications and requirements. This is the bidder who submits the lowest price, whose bid meets the specifications, terms, conditions set forth in the Invitation to

Bid, and who is clearly capable of delivering the product or services specified. The lowest responsible bidder will not, therefore, always be the bidder who has submitted the lowest monetary bid. Award of bids will be made in the best interest of BCSD

5. CONTRACT:

• THE CONTRACT AGREEMENT MUST BE COMPLETED BY THE BIDDER

AND RETURNED WITH THIS BID IN ITS ENTIRETY.

• It is understood and expressly agreed that, upon proper acceptance of any or all items by the Purchasing Department, a contract shall hereby be created.

• Failure to observe any of the general or special terms of this contract may constitute for rejection of the award and removal from the bidders list.

• Unless otherwise stated in the Special Terms and Condition, BCSD requires that all prices quoted will be firm for 12 months from the award of contract.

• By signing of contract, the vendor confirms responsibility as an authorized agent to sell, distribute all products and services as bid. In addition, vendor confirms ability and responsibility of providing all manufacturer warranties for the items proposed.

This includes additional warranty items that may be included in Special T&C.

Due: 02/23/2026 @ 9 am, EST.

• Authority- Each party warrants that such party has full power and authority to enter into and perform this contract. The person signing on behalf of each party represents that person as duly authorized to enter into this contract on behalf of such party.

• Choice of Law and Venue-The Laws of the State of Georgia shall govern this contract in all respects. Any lawsuit or other action based on claims arising from this contract shall be brought in a court or other forum of competent jurisdiction in Bibb

County, Macon Georgia.

• Entirety of Contract- All documents submitted in response to the BID, including any attachments and appendices are incorporated into the contract between BCSD and the

Vendor and contain the entire agreement between the parties and supersedes all prior oral and written agreements and understandings between the parties with respect to the subject matter hereof. If any language of the Bid Response by the Vendor conflicts with the language of the Bid, the language of the Bid shall govern and control for all purposes, unless consented and agreed to by BCSD in writing.

• BCSD reserves the right to review and accept or deny requests for price changes due to extenuating circumstances in the economy, marketplace or acts of God. This option will only be exercised if it is deemed in the best interest of the BCSD.

6. INVOICING

• Payment will be made by the BCSD after final delivery and acceptance of all items/services.

However, final acceptance will not be made until after inspection and approval by the BCSD authorized representative.

• All accounts are paid on a current basis. Best effort will be made by BCSD to take any discounts offered; however, cash discounts will not factor into price consideration for award of contract.

Time will be computed from delivery (date of BCSD signature) at destination or from the date a correct invoice is received, if later than the date of delivery.

• Invoicing Procedure- Invoices must be original. Copies or facsimiles are not acceptable.

• Invoices must not be altered in any way from the original by handwriting or by machine. Invoices will be paid within 30 days of receipt of invoice and within 30 days of notification receipt of goods or services by receipt. Computer-produced invoices are preferred. Invoices must contain the company name, the address, and BCSD purchase order number.

ADDITIONAL INFORMATION:

We have provided documentation to be reviewed for these appraisals we asked if you have any other questions, or concerns. Please mail the Procurement Office, utilizing the email

Elaine.Wilson@bcsdk12.net, please make sure you put your bid number in the subject line, and your questions will be addressed in a timely manner.

A. "Responsive" Bidder Criteria

• Capability of providing report as indicated

• Warranties /Guarantees

• Ability to meet specifications/bid documents as indicated.

• Service and Support Capability

Due: 02/23/2026 @ 9 am, EST.

• Documented licensed as required by the State of Georgia

• Applicable Bond Information as needed

• Responsible Award Amount for the Bibb County School District

B. Cancellation/Default of Contract

In the event the successful bidder, through any cause, should fail to fulfill the agreed upon obligations in an effective and timely manner, the Board shall have the right to terminate its contract by specifying the date of termination in a written notice to the selected vendor at least thirty (30) days before that termination date. The Board also reserves the right to procure the articles or services from other sources and hold the defaulting vendor responsible for any excess cost incurred.

C. Indemnity Provisions

Where bidder is required to enter or go onto property to provide services or gather information, the bidder shall be liable for any injury (including death), damage or loss occasioned by negligence of the bidder, his agent, or any person the bidder has designated to visit Board property and shall indemnify and hold harmless the Board, its officers, employees, agents and volunteers from any liability arising offerors should not include an indemnity or hold harmless agreement from the Board in any proposal. The Board will not be bound by any such agreement. Board Policy provides in part: No contract, provision, agreement or term of any procurement, contract or agreement with the Board shall obligate the Board or

System to indemnify, save or hold harmless any vendor for any future claim, loss, expense or liability.

D. Errors in Bids

Bidders or their authorized representatives are expected to fully inform themselves as to conditions, requirements, and specifications before submitting bid proposals. Failure to do so will be at the bidder's own risk. The bidder may withdraw a bid prior to the bid opening date and time by requesting to do so in writing.

E. Standards of Acceptance of Bid Proposal for Contract Award

The Board reserves the right to reject all bids and to waive any irregularities or technicalities in proposals received whenever such rejection or waiver is in the best interest of the Board. The Board has the right to disqualify a bid of any bidder as being unresponsive when such bidder cannot document its ability to deliver requested services or when investigation shows it is not able to perform the contract.

F. Compliance with Laws

The bidder shall obtain and maintain all licenses, permits, liability insurance, worker's compensation insurance and comply with all other standards or regulations required by Federal, State, or County statutes, ordinances and rules during the performance of any contract between the Board and the bidder.

Any such requirement specifically set forth in any contract document between the bidder and the Board shall be supplementary to this section and not in substitution thereof.

G. PRICING

Due: 02/23/2026 @ 9 am, EST.

Pricing on this RFP must be firm and remain open for a period of not less than 180 days from the proposal due date. Pricing should reflect bulk purchasing benefits and be structured to accommodate various orders from different sites.

H. BCSD NONDISCRIMINATION

The contractor, by the submission of a proposal or the acceptance of a contract, does agree that he will not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The contractor shall take appropriate action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, color, religion, sex or national origin. Such action shall include, but not be limited to the following: employment, upgrading, demotion, transfer, recruitment, layoff, termination, rates of pay or other forms of compensation and training. In the event of the contractor’s noncompliance with the nondiscrimination policy of the BCSD, any contract or purchase order may be canceled, terminated or suspended in whole or in part and the contractor may be declared ineligible to transact further.

I. UTILIZATION OF MINORITY AND SMALL BUSINESS ENTERPRISES AND LOCAL

AND MINORITY LABORERS

Minority and Small Business Subcontractors. The Owner has adopted a policy indicating its desire to increase the opportunity for participation by minority business enterprises and small business concerns in all its construction projects. The Contractor acknowledges this policy and agrees that it will actively solicit and encourage bids from qualified subcontractors identified by the Minority Assistance Corporation or other agencies as minority business enterprises. The

Contractor shall also actively encourage and solicit bids from subcontractors who qualify as small business concerns.

Utilization of Minority and Local Labor. It is the policy of the Owner that the contractor and all subcontractors shall, consistent with efficient contract performance, utilize to the maximum extent possible minority and local laborers and mechanics as on-site employees. The Contractor acknowledges this policy and agrees that the on-site labor force of contractors and all subcontractors shall include a meaningful representation of skilled and unskilled local and minority laborers and mechanics, consistent with the efficient performance of this contract.

Meaningful representation for minorities means the employment of minority laborers and mechanics in at least the same proportion that minorities are represented in a discrete construction skill or craft in Bibb County and all adjacent counties, provided such individuals are available at the time of need. Meaningful representation of local laborers and mechanics means that at least

75% of the on-site work force of contractor and all subcontractors, taken as a whole, shall reside in the Bibb County and surrounding counties, provided such individuals are available at the time of need.

J. DRUG-FREE WORKPLACE

By submission of a proposal, the Offeror certifies that he/she will not engage in the unlawful manufacture, sale distribution, dispensation, possession, or use of a controlled substance or drug during the performance of the contract and that a drug-free workplace will be provided for the contractor’s employees during the performance of the contract. The Offeror also certifies that he will

Due: 02/23/2026 @ 9 am, EST.

secure from any subcontractor who works on the contract, written certification of the same drug free workplace requirements. False certification or violation by failing to carry out requirements of

O.C.G.A. 50-24-3 may cause suspension, termination of contract, or debarment of such Offeror.

K. CERTIFICATION OF NONCOLLUSION

By submitting a proposal, the Offeror certifies: “that this proposal is made without prior understanding, agreement, or connection with any corporation firm, or person submitting a proposal for the same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud. That collusive pricing is understood to be a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards.”

L. IMMIGRATION REFORM AND CONTROL ACT

Offerors must abide by all federally mandated laws enforced by United States Department of

Homeland Security which are established to verify information of newly hired employees, pursuant to the

Immigration Reform and Control Act of 1986 (IRCA) P.L. 99-603), in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.

M. AUTHORIZED OFFICIAL

It is agreed that all conditions of the proposal shall be abided and that the person signing this proposal is authorized to sign the proposal for the Offeror.

N. SOLICITATION TERMINATION

In any event in which this solicitation is terminated or cancelled, in whole or in part, or all proposals are rejected, there shall be no liability on the part of BCSD for any costs incurred by Offerors or potential Offerors in relation to the solicitation.

O. RIGHTS AND REMEDIES

The rights and remedies of BCSD provided above shall not be exclusive and are in addition to any other rights and remedies provided by law or under the contract.

P. BEST AND FINAL OFFER

The district will utilize the final bid as the Best and Final Offeror from each responder.

Q. TYPE AND TERM OF CONTRACT

The district intends to sign a contract with one respondent(s) to fulfill the requirements in this

RFP The term of the contract shall be for one year with the option of renewals (4) four.

Proposals should not include any tax from which the State is exempt.

R. COMPLIANCE CERTIFICATION

Responses to this RFP serve as a representation that it has no current or outstanding criminal, civil, or enforcement actions initiated by the State and/or other District, and it agrees that it will

Due: 02/23/2026 @ 9 am, EST.

immediately notify the district of any such actions. The Respondent also certifies that neither it nor its principals are presently in arrears in payment of its taxes, permit fees or other statutory, regulatory or judicially required payments to the district. The Respondent agrees that the district may confirm, at any time, that no such liabilities exist, and, if such liabilities are discovered, that district may bar the

Respondent from contracting with the district, cancel existing contracts, withhold payments to setoff such obligations, and withhold further payments or purchases until the entity is current in its payments on its liability to the district and has submitted proof of such payment to the district.

S. INSURANCE

When the selected contractor has been identified, he will be notified of the necessity to provide required insurance. Proof of insurance shall be provided within 15 days of the date of written notification to the contractor.

Worker’s Compensation and Employer’s Liability Insurance

The contractor shall procure and maintain Worker’s Compensation and Employer’s Liability Insurance in the following limits. Such insurance is to cover each and every employee who is or may be engaged in work under the contract.

Worker’s Compensation Limits: Statutory

Employer’s Liability Limits:

Bodily Injury by Accident $ 100,000 each accident

Bodily Injury by Disease $ 100,000 each employee

Bodily Injury by Disease $ 100,000 policy limit

Contractor waives all rights against Owner and its agents, officers, directors and employees for recovery of damages to the extent these damages are covered by the workers compensation and employer’s liability or commercial umbrella liability insurance obtained by Contractor pursuant to this agreement. The Waiver of Our Right to Recover from Others Endorsement, ISO Form SC 00 03 13 shall be attached to the policy showing the Owner listed in the Schedule.

Commercial General and Umbrella Liability Insurance

The Contractor shall procure and shall maintain commercial general liability (CGL) and if necessary, commercial umbrella insurance with a limit of not less than $250,000 each occurrence, as shall protect him and any Subcontractor performing Work covered by this Contract from claims for damages for bodily injury, including accidental death, as well as from claims for property damages, which may arise from operations under the Contract Agreement, whether such operations are by himself or by any

Subcontractor or by anyone directly or indirectly employed by either of them.

(1) Comprehensive Form

(2) Contractual Insurance

(3) Personal Injury

(4) Broad Form Property Damage

(5) Premises - Operations

(6) Completed Operations

Due: 02/23/2026 @ 9 am, EST.

This coverage cover the use of all equipment, hoists, and vehicles on the site(s) not covered by

Automobile Liability under the contract. Policy coverage must be on an occurrence basis.

The Board assumes no responsibility or obligation to respondents and will make no payment for any costs associated with the preparation or submission of the bid proposal. Bidders are encouraged to carefully review all provisions and attachments of this document prior to submission. Each bid proposal constitutes an offer and may not be withdrawn except as provided herein. ***

Due: 02/23/2026 @ 9 am, EST.

BID TABULATION PAGE

Total Bid Pricing

Pricing Total