RE__AB_339_Compliance_Check__RFQ_12602173_Purchase_and_Delivery_of_Propane_Fuel.pdf
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- Solicitation number
- 12602173
- Issued by
- Los Angeles County, San Francisco City, California
About this file
This is an internal compliance communication from the City of Santa Monica's procurement team regarding Request for Quotation 12602173 for the purchase and delivery of propane fuel. The City of Santa Monica's Fleet Management Division is soliciting bids for propane fuel supply and delivery services under a five-year fixed term contract. The vendor must provide all labor, materials, equipment, supervision, and appurtenances necessary to supply propane fuel for city vehicles, including monthly site visits to determine fuel needs and deliver fuel as required. The scope of work may require the vendor to replace existing propane storage tanks and dispensing equipment, which would involve supplying and installing three 500-gallon aboveground propane storage tanks compliant with NFPA 58 and all applicable state and local specifications, along with new dispensing equipment including pumps, hoses, nozzles, valves, gauges, signage, and safety devices. The vendor must also provide all necessary piping, regulators, manifolds, and fittings; complete all required permitting and regulatory compliance activities; conduct system commissioning including pressure testing and leak detection; and provide operational and safety training to City staff with written documentation.
Pricing is structured as firm, fixed prices with two components: a fuel price adjusted monthly based on the AePEX Energy Los Angeles Butane Propane Newsletter Market Base Rate for the delivery date, and a fixed transportation charge for each contract year. The communication indicates that the scope of work does not encompass any labor within recognized employee organization bargaining units, as determined by the City's Human Resources team. No information regarding set-asides, incumbents, funding sources, or specific response deadlines is detailed in this compliance check communication, though the internal review was requested to be completed by close of business Thursday, July 2nd.
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From: Doris Mejia To: Tina Saloutos; Sarah Rebensdorf; Erin Jackson; Grace Quitzon; Stephanie Swofford Subject: RE: AB 339 Compliance Check: RFQ 12602173 Purchase and Delivery of Propane Fuel Date: Wednesday, June 24, 2026 3:41:13 PM Attachments: image001.png
This one does not encompass any work within the recognized bargaining units.
Thank you!
From: Tina Saloutos <Tina.Saloutos@santamonica.gov> Sent: Wednesday, June 24, 2026 3:25 PM To: Sarah Rebensdorf <Sarah.Rebensdorf@santamonica.gov>; Erin Jackson <Erin.Jackson@santamonica.gov>; Grace Quitzon <Grace.Quitzon@santamonica.gov>; Stephanie Swofford <Stephanie.Swofford@santamonica.gov>; Doris Mejia <Doris.Mejia@santamonica.gov> Subject: AB 339 Compliance Check: RFQ 12602173 Purchase and Delivery of Propane Fuel
Good Afternoon HR Team, Kindy advise if the scope of work (SOW) encompasses any work within recognized employee organization classifications. At a cursory review, it does not appear that it does, but we will await your determination before advancing further. Looking forward to your response by COB Thursday, July 2nd.
A. The City of Santa Monica is soliciting bids for the purchase and delivery of propane fuel for a five (5) year fixed term. FIRM, FIXED PRICES BASED ON THE AEPEX ENERGY – LOS ANGELES BUTANE PROPANE NEWSLETTER (BPN) MARKET BASE RATE for the date the propane is delivered.
1. The per-gallon price of product shall have two components: a fuel price and transportation charge. The transportation charge shall be fixed for each year of the contract term.
2. The propane fuel price, however, shall be adjusted to accommodate changes in the petroleum products market. The index for adjusting the price shall be AePEX Energy – Los Angeles Butane Propane Newsletter (BPN) Market Base Rate for LPG for the date the propane is delivered.
B. Vendor shall provide all labor, materials, equipment, supervision, and appurtenances necessary to provide propane fuel for City vehicles, as required by Fleet Management. Vendor must come to city locations to determine fuel needs and deliver fuel on a monthly basis.
Additional orders for propane fuel may be placed by City staff, as required. Fuel orders shall take place as needed for the duration of the awarded term.
C. Vendor may be required to replace the existing propane storage tanks and dispensing equipment. The City does not own the existing propane tanks or dispensing equipment. If mailto:Doris.Mejia@santamonica.gov mailto:Tina.Saloutos@santamonica.gov mailto:Sarah.Rebensdorf@santamonica.gov mailto:Erin.Jackson@santamonica.gov mailto:Grace.Quitzon@santamonica.gov mailto:Stephanie.Swofford@santamonica.gov existing propane storage tanks and dispensiving equipment must be replaced, vendor shall provide all labor, materials, equipment, transportation, and incidentals necessary to complete the replacement and installation of three (3) new 500‑gallon above‑ground propane storage tanks, including all associated appurtenances. The required scope includes, but is not limited to, the following:
1. Supply and install three (3) new 500‑gallon propane storage tanks meeting all current NFPA 58, state, and local specifications.
2. Furnish and install new propane dispensing equipment, including pumps, hoses, nozzles, valves, gauges, signage, and all required safety devices.
3. Provide all necessary piping, regulators, manifolds, and fittings to ensure complete and functional integration between tanks and dispensers.
4. Perform all required permitting, regulatory compliance activities, system startup, calibration, and testing to confirm operational safety and performance.
5. Conduct full system commissioning, including pressure testing, leak detection, and functional verification.
6. Provide operational and safety training to City staff, including written manuals and documentation.
Best regards
Tina Saloutos Principal Buyer (310) 458-2201 x 2759 santamonica.gov Facebook | Twitter | Instagram Subscribe to City of Santa Monica Email Updates https://www.santamonica.gov/ https://www.facebook.com/cityofsantamonica/ https://twitter.com/santamonicacity https://www.instagram.com/cityofsantamonica https://smgov.us12.list-manage.com/subscribe/post?u=a5d6f52c79917c7b57cc5cef0&id=8df381560e
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