propane bid.docx

TOWNS COUNTY, GA

REQUEST FOR BID

Towns County, GA, (herein “County”) Sole Commissioner is seeking sealed bids from qualified vendors to provide Propane Fuel Delivery (herein “services”) to various Towns County Government locations in accordance with the specifications, terms and conditions outlined in the Bid Package which can be picked up at the Commissioner’s office located at 48 River Street, Suite B, Hiawassee, GA 30546 or electronically by calling Andrea at 706-896-2276.

All bids must be received by Monday July 29,2024 at 4:30pm EST. Any bids received past this time may be rejected. Bids can be submitted by mail or hand-delivered in a sealed envelope plainly marked:

NOTICE- Bidders are responsible for delivering their bids to the above address by the due date provided. The County is not responsible for any delay in delivery by the Bidder’s choice of delivery.

The county reserves the right to reject any and all bids for any reason.

The bids will be opened at a called county meeting held on Tuesday July 30, 2024, at 11:00am EST.

The County is not bound to accept the lowest bid, but will evaluate every bid proposal to determine which bid is most advantageous for the county.

1.0 GENERAL QUALIFICATIONS

1.1 Bidders must be in the regular business of providing similar services, be licensed, insured, and bonded ( if required) to perform services in the state of Georgia.

1.2 Bidders must be a participant in EVERIFY and complete and return the EVERIFY affidavit provided in the bid documents. Failure to provide the EVERIFY affidavit OR any other required document may be cause for the bid to be rejected.

1.2.1 Bid Response Sheet

1.2.2 E-Verify Affidavit

1.2.3 Completed W-9

1.2.4 Current Certificate of Insurance

2.0 SCOPE OF WORK- the Contractor shall be required:

2.1 To provide 75,000 (+ /– 10%) gallons of HDS grade Propane to the County at a set price delivered to various locations (provided in Section ____).

2.2 To reclaim all propane stored in the present County leased tanks at the rate agreed to and replace the existing leased tanks with their own tank at no extra charge to County for replacement or any monthly lease charges. All tanks must meet the A.S.M.E. requirements for propane.

2.3 Delivery will either be automatic delivery or “will-call” at the County’s discretion. The delivery driver MUST deliver the delivery tickets to the County’s Accounts Payable at 48 River Street, Suite B, Hiawassee, GA for the propane invoices to be processed.

2.4 The winning contractor must provide propane to county employees at no more than 15 cents per gallon more than the county’s set price and provide tanks where necessary at no charge to the employees for either installation or monthly lease charges for use of the tanks. The County will provide the contractor with an updated employee list on an annual basis when requested.

2.5 The contractor will not add any fees to the county nor employee invoices except those mandated by law. The county has a tax-exempt status. The employees will pay all taxes.

2.6 The contractor shall be required to maintain information detailing propane purchases in terms of gallons, cost, date of delivery and delivery locations. This information shall be provided to the County within 10 days when requested.

2.7 The contractor shall include in their bid the cost-of-Service Call Labor Prices.

3.0 DELIVERY LOCATIONS- Included herein are the locations for Propane delivery under this contract, tank sizes, and whether the tanks are county owned or will need to be provided by the contractor.

3.1 PLEASE SEE TABLE A (attached)

4.0 TERMS AND CONDITIONS

4.1 The Contract will be for a term of 12 months. The contract may be renewed up to 5 times upon agreement between the County and the winning bidder.

4.2 Either party has the right to terminate the Contract under material breach, change in circumstances, insolvency, and mutual agreement. To terminate the Contract, the terminating party must provide 60 days of written notice to the other party.

Bid Response Sheet

Company __________________________________________________________________________________________ Address __________________________________________________________________________________________ __________________________________________________________________________________________ Contact __________________________________________________________________________________________ Phone __________________________________________________________________________________________ Email address __________________________________________________________________________________________

Quantity: 75,000 gallons +/- 10%

Locked Price: ______________ per gallon for 12 months from Contract signing Employee Locked Price: ______________ per gallon for 12 months from Contract signing Service Call Labor Price: _____________ Payment Terms: _____________

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