About this file
This is a Service Agreement and Requirements document from the Missouri Department of Transportation Northeast District soliciting propane supply services for multiple locations throughout the region during the agreement period of June 1, 2026, through May 31, 2027. The vendor will supply propane to up to twelve locations across the MoDOT Northeast District on an as-needed basis, with deliveries to facilities including maintenance buildings, mechanics bays, wash bays, welding shops, and radio tower generators. Tank capacities range from 120 gallons to 1,000 gallons, with several locations utilizing manifold systems connecting dual tanks. Based on past order history from the previous agreement cycle (June 2025 through May 2026), total propane consumption across all facilities approximated 29,739 gallons, with the Macon Complex accounting for the largest volume at 15,424 gallons. A successful bidder must complete site visits to inspect all tanks, discuss monitoring equipment requirements, and meet with MoDOT Northeast District Facilities Department staff no later than August 31st, 2026, to ensure full preparation before the winter heating season.
Propane pricing submitted by bidders must remain firm for the entire agreement period; however, if consumption approaches the estimated gallons based on historical usage patterns, the vendor must notify MoDOT's procurement department to renegotiate pricing based on current market trends. MoDOT owns all tanks and maintains responsibility for their condition, though vendors must monitor tank levels and maintain equipment according to industry standards and regulatory requirements. Tank monitoring will operate on either a "keep full" basis (tanks must not drop below 20% capacity) or a "will call" basis depending on location. All costs associated with monitoring systems, equipment installation, maintenance, removal, freight, handling, and delivery must be included in the per-gallon unit price bid, with no additional fees such as fuel surcharges or environmental fees permitted. Vendors are responsible for supplying Material Safety Data Sheets and ensuring compliance with all applicable permits, licenses, and regulatory standards incidental to the work, with costs for such compliance embedded in the bid price.
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| File | Type | Posted |
|---|---|---|
| MODOT NE 0000000031SL_SUPPLIER.pdf | ||
| NE District Map.pdf |
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Propane – Agreement and Service Requirements
Pricing and Agreement Period Propane prices submitted with this bid must be FIRM for the entire agreement period (June 1, 2026, through May 31, 2027). However, if, as the season progresses, the MoDOT Northeast District approaches using up of the number of gallons estimated for this agreement period based on the gallons in the past order history detailed below, the awarded vendor must notify the MoDOT Northeast District Procurement Department prior to this occurring so a new per gallon price rate for the remainder of the agreement period can be agreed to, based upon current market trends.
Tank Ownership and Maintenance MoDOT owns their own tanks and expects the vendor to keep tanks maintained in a safe manner. If regulators or other maintenance/painting are needed, the vendor should visit with MoDOT Northeast District Facilities Department about any safety, repair, or maintenance issues identified. The facilities department will either complete the work or direct the vendor to quote pricing for the work. If the vendor does such work, MoDOT will pay for those services/parts separately from any propane purchases. Do not include estimated costs for any anticipated service with your annual unit price bid.
Tank Monitoring and Filling The vendor will be required to monitor propane levels and top off tanks on a “keep full” or “will call” basis as detailed in the chart below. Tank checks, maintenance, deliveries, etc. are to be done during normal working hours for each facility, unless other arrangements are made with the MoDOT supervisor who is responsible for the tank at a specific location.
The costs of installation, maintenance, and removal of any systems or equipment needed by the awarded vendor to monitor tank levels during the agreement period, especially tanks that are on a “keep full” basis, are to be buffered into the per gallon prices bid and are not subject to separate charges or billing. Monitoring systems and equipment will be the property and responsibility of the awarded vendor, unless damage to vendor’s equipment is caused by MoDOT staff.
* MoDOT tanks on a “keep full” basis must not drop below 20%.
Facility Monitoring Tank Information (all tanks are above ground)
Edina Complex Keep Full * One 1000-gallon tank (maintenance building) One 1000-gallon tank (mechanics bay)
Eolia Radio Tower Will Call One 500-gallon tank
Fairmont Radio Tower Will Call One 500-gallon tank
Hannibal Radio Tower Will Call One 1000-gallon tank
Lancaster MT Keep Full * One 1000-gallon tank (wash bay)
Macon Complex Keep Full *
One manifold for two 1000-gallon tanks (regional office – south) One 1000-gallon tank (regional office – west) One manifold for two 1000-gallon tanks (maintenance building) One 1000-gallon tank (welding shop) One 500-gallon tank (signing & striping building) One 500-gallon tank (paint building)
Mexico Radio Tower Will Call One 250-gallon tank
New Cambria Complex Keep Full * One 1000-tank (maintenance building) One 500-gallon tank (east storage building)
Palmyra MT Keep Full * One 1000-gallon tank
Queen City Radio Tower Will Call One 120-gallon tank
Troy Complex Keep Full * One manifold for two 1000-gallon tanks (maintenance building) One 1000-gallon tank (project office)
Warrenton Radio Tower Will Call One 500-gallon tank
Site Visit Requirement After bid award the successful vendor will be required to have a company representative visit each site and meet with MoDOT Northeast District Facilities Department staff to inspect tanks, discuss monitoring equipment needs, exchange contact information, and review other site needs. Visits are to be scheduled as soon as possible after award, but must be completed no later than August 31st, so sites can be fully prepped and prepared before the winter heating season.
Fees No additional fees, such as fuel surcharges or environmental fees, will be accepted. The unit price bid per gallon must also cover the costs of all monitoring systems/equipment (as detailed above), freight, handling, and/or propane delivery costs to and from each MoDOT facility as needed and should not be listed as a separate item on any invoices.
Invoicing and Payment MoDOT personnel at each location are responsible for their own payment process. The vendor should provide an invoice with each delivery to the MoDOT site supervisor showing the delivery date, location, quantity, and contracted price.
MSDS, Regulatory Standards, and Maintenance The vendor shall supply Material Safety Data Sheets to the MoDOT supervisor at each location and shall be responsible for maintaining all tank(s) in a safe condition according to industry standards & regulatory requirements (i.e. as-needed, if-needed regulator checks, pressure testing, etc.). The agreement pricing shall include any permits and licenses required by law incidental to the work.
Past Order History The following data is provided for informational purposes to give an idea of past order history. The following quantities listed are the approximate amounts ordered to date from the past agreement cycle (June 2026 through May 2026).
Actual order quantities for this new agreement period will vary and are not guaranteed.
Edina Complex – 2553 gallons Eolia Radio Tower Generator – 0 gallons Fairmont Radio Tower Generator – 0 gallons Hannibal Radio Tower Generator – 0 gallons Lancaster Maintenance Building – 781 gallons Macon Complex – 15424 gallons Mexico Radio Tower Generator – 0 gallons New Cambria Maintenance Building – 3156 gallons Palmyra Maintenance Building – 2125 gallons Queen City Radio Tower Generator – 0 gallons Troy Complex – 5342 gallons Warrenton Radio Tower Generator – 0 gallons
To show trends for estimating, since usage varies each year based on weather severity and other factors, the chart below shows usage amounts for past periods (June through following May each year). These are approximate usage estimates. Accuracy of figures depends on how information was entered into our payment system in those years.
Facility 17-18 18-19 19-20 * 20-21 21-22 22-23 23-24 24-25 25-26
Edina Complex 2325 3841 282 6428 2743 2808 2854 3029 2553
Eolia Radio Tower 0 0 0 251 0 0 0 0 0
Fairmont Radio Tower 0 0 0 0 0 0 0 0 0
Hannibal Radio Tower 0 0 0 0 0 0 0 0 0
Lancaster MT 1250 1391 668 1534 1334 897 1018 1267 781
Macon Complex 16250 3069 * 18712 20000 15554 10250 10515 18124 15424
Mexico Radio Tower 70 0 0 0 0 0 0 96 0
New Cambria Complex 3750 2998 326 5525 2669 2651 2667 3472 3156
Palmyra MT 1900 2022 1617 2187 1950 1431 777 1791 2125
Queen City Radio Tower 0 0 0 30 0 0 0 0 0
Troy Complex 5300 6633 422 6898 5825 4743 4432 5549 5342
Warrenton Radio Tower 0 0 0 0 0 0 0 0 0
* The Macon complex amount for 18-19 is an abnormality related to known incorrect reporting data at the time. There may have been irregularities in reporting for 19-20, as several locations showed lower than usual amounts that year.
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