SRS27937-BULK_LPG_qa.pdf

This is an Invitation to Bid (ITB) document issued by Caesar Rodney School District on behalf of the State of Delaware for bulk liquified petroleum gas (propane) delivery and related services across New Castle, Kent, and Sussex counties under ITB SRS27937. The scope of work includes propane supply and delivery in two volume categories per county (Group A for 5,500 gallons and above; Group B for up to 5,500 gallons), along with tank and regulator installation, equipment maintenance throughout the contract term, initial leak testing, operational instruction for agency personnel, periodic safety inspections, tank removal at contract expiration, modifications to interior appliances for safety code compliance, and addition of appliances as needed. The contractor must own and maintain propane tanks and exterior equipment at no cost to the agency, provide a single point of contact for customer support, and maintain at least one off-site fueling location within Caesar Rodney School District boundaries. Delivery must occur within a reasonable timeframe for normal orders and within four hours for state-declared emergencies. Bids are due August 19, 2026 at 1:00 p.m. Eastern Time, with questions due by July 20, 2026 and answers posted by July 27, 2026. The contract period runs one year from September 9, 2026 through September 8, 2027, with five optional one-year renewal periods available through negotiation initiated no later than 90 days prior to contract termination. Award is expected within 30 days of bid opening.

Pricing shall remain firm for the contract term and is quoted in U.S. dollars based on the Central Atlantic (PADD 1B) wholesale propane price index, with any price adjustments beyond the initial term limited to the Philadelphia Consumer Price Index (CPI-U) reflecting the previous 12-month change. Contractors must carry comprehensive insurance including worker's compensation, commercial general liability ($1,000,000 per occurrence / $3,000,000 aggregate), and automotive liability ($1,000,000 combined single limit). Bid and performance bond requirements are waived. Monthly usage reporting in Excel format is required by the 15th of each month, with quarterly reporting of subcontractor diversity supplier participation. Bids must be submitted as two paper copies (one marked "Master Copy" with original signatures) and one electronic copy on USB thumb drive to William Webb at 7 Front Street, Wyoming, DE 19934.