6-RFP Scope and Details.pdf

490 N State Street, Lindon, UT, 84042 phone (801) 610-8049 fax (801) 796-3116

Request for Proposal

Bus Garage Weekly Propane Delivery

& On-Site Tank Services

Solicitation

ASD06192026DS

PURPOSE OF REQUEST FOR PROPOSAL (RFP)

The purpose of this Request for Proposal (RFP) is to establish a contract with a qualified vendor to supply, install, and maintain a 1,000 gallon propane tank and related equipment to fuel school buses. The Alpine School District does not want to be the owner of the tank or related equipment.

Alpine School District currently has a loaner propane tank on site. Removal of the current tank (if needed) will be arranged by ASD Transportation department and will not be included in this RFP.

This RFP is designed to provide interested offerors with sufficient basic information to submit proposals meeting minimum requirements but is not intended to limit a proposal's content or exclude any relevant or essential data. Offerors are at liberty and are encouraged to expand upon the specifications to evidence service capability under any agreement.

SUBMITTAL DEADLINE

Submission packets will be accepted electronically through Utah Public Procurement Place (UPPP)(EUNA).

RFP DUE DATE: Friday June 19th @ 2:00 PM Mountain Time

RFP's received after the deadline will be late and ineligible for consideration.

Submittals should be concise and address the specific items listed in the Request for Proposal.

Length of Contract

The contract resulting from this RFP will be for 1 year with the option to renew it for an additional 4 years for a total of 5 years.

The Alpine School District will be reconfigured into 3 new districts (Aspen Peaks, Lake Mountain, and Timpanogos) beginning on July 1, 2027. This bus garage will be located within the Aspen Peaks District boundaries and that District will have the opportunity to adopt and extend this contract under the current terms if they choose to do so.

Scope of Work

Provide, install, and maintain a 1,000-gallon propane tank to the ASD Bus Garage.

Provide and maintain any associated equipment related to the filling of buses.

Maintain a constant supply of propane through weekly propane deliveries.

Provide necessary additional protective barriers and safety training to ASD staff in the proper use of equipment.

Must meet all requirements of the State Fire Marshall.

Currently ASD uses about 21,000 gallons of propane a year.

No formal walkthrough will be held. You are welcome to visit the current facility located at 1405 S 100 E, American Fork Utah 84003.

Price Guarantee Period

Pricing quoted is to be used for one year and may be extended to a multi-year contract with the agreement of both parties. Pricing quoted must remain valid for one year. It is the responsibility of the vendor with any price increases in subsequent years must be justified with proof of increased cost in materials, supplies, and/or labor. Any yearly cost increases must be approved by the Transportation and Purchasing Departments of the District thirty (30) days before new pricing implementation.

PROPOSAL REQUIREMENTS AND RESPONSE FORMAT

Mandatory Minimums

These mandatory minimums can be answered in the technical criteria response to this RFP.

Must be able to meet the entire scope of the RFP Must be able to provide weekly regular deliveries Must provide proof of liability insurance

All proposals must include the following:

1. SCHEDULE ‘A’ - CERTIFICATION OF PROPOSAL FORM. The District’s Certification of Proposal form completed and signed.

2. SCHEDULE ‘B’ – DETAILED RESPONSE. Provide information and qualification details about your company. This information will be scored by a committee. (see weighted criteria on next page)

3. SCHEDULE ‘C’ - COST PROPOSAL. Cost will be evaluated using the formula and system shown in the following section. Please enumerate all costs on the attached schedule ‘C’ Cost Proposal Form.

The Districts preferred propane pricing index is the OPIS Propane Daily Report, Salt Lake City, Utah propane daily average rack price. Proposers shall submit a fixed markup in cents per gallon over the applicable OPIS Salt Lake City propane rack index.

The fixed markup shall include all costs necessary to supply and deliver propane to the Districts Bus Garage location, including transportation, delivery, supplier margin, overhead, and profit.

ASD used 21,000 gallons during the 25/26 fiscal year.

AWARD AND CONTRACT

The District will evaluate each vendor against the weighted criteria stated below to determine the vendor that will provide the best overall value for the District. After acceptance by the District and award of the contract, this contract shall commence on the date of JULY 1, 2026. The vendor must guarantee its pricing for one (1) year and may continue up to five (5) years (detailed explanation on Schedule ‘C’ – Cost Proposal Form). The contract may be canceled upon giving a thirty (30) day notice due to lack of funding or poor performance.

PROPOSAL EVALUATION CRITERIA

The evaluation will be completed in two (2) stages per Part 7 of the Utah Procurement Code and Rule. A committee will evaluate each proposal against the following stage one criteria. A minimum threshold of 80% (56 points) is required in stage one to be considered in stage two. Stage one points will then be added to stage two points to determine the Vendor that will provide the best overall value for the District. Vendors who score a minimum of 80 points may be awarded a contract.

WEIGHTED CRITERIA:

STAGE ONE CRITERIA

25pts Company History and Profile

• Provide a brief history of the company.

• Provide a profile of your company including the number of employees, company experience, and years in business, location of operations, etc.

• Provide information regarding service department, including how many service technicians you employ, the average response time, and parts availability.

30pts Demonstrated Technical Capability and Expertise: Each vendor will be given a past performance rating based on past projects with Alpine School District or similar entities.

• List any experience with the Alpine School District and/or similar organizations.

• List experience and services provided, particularly with the systems mentioned in this RFP.

• Provide details on delivery response times, delivery scheduling, and billing practices.

15pts References: ASD reserves the right to contact other references and/or entities of the submitting firm that are not specifically included or listed in the RFP.

• Provide a minimum of three (3) references of similar service contracts or work performed including a description of work or services performed, dates, costs, contact information (name, phone, email, etc.).

STAGE TWO CRITERIA

30pts Cost:

*Evaluation of cost proposals:

Proposed costs will be evaluated based on the following:

TOTAL COST EVALUATION FORMULA

Markup x 21,000 (gallons) + Installation charge x 1 + Yearly Rental Cost x5 (Possible 5-year contract) + Removal Fee x 1

The vendor with the Lowest total cost will receive the full 30 points.

All other vendor proposals will receive a percentage of the 30 points based on the following formula:

(Lowest Total Cost / Proposed Total Cost) x 30 Proposed Vendor points awarded.

Example: $1,000,000 / $1,150,000 = (87%) 87% x 30 Points 26.1 Points Awarded