Bulk Propane Fort McCoy, WI

This is a Sources Sought Notice ONLY. The Mission and Installation Contracting Command at Fort McCoy, WI is issuing this sources sought synopsis as a means of conducting market research to identify potential sources having an interest in and the resources to support this requirement to supply liquid propane (LP) gas, LP gas tanks and the moving of propane gas tanks as necessary for the US. Army, Fort McCoy, WI.

Fort McCoy has a requirement to deliver an estimated 145,000 gallons of propane per year to approximately 100 tanks (500 – 1000-gallon capacity). The Government estimates 30 tank sets, movements or removals per year.

The awarded contract would be a firm-fixed-price-with-economic-price-adjustment, single award Indefinite Delivery /Indefinite Quantity (IDIQ) type contract. This contract would be for 5 years with an estimated order quantity for each year. Orders will be placed against the base IDIQ contract. Unit pricing for the propane would be based on both a fixed priced element (Contractor Margin Price) and a variable, economic price adjustment element (Wholesale Propane Price). When an order is placed, the price will be established for all deliveries under that order based on the fixed and variable element. Monthly modifications to the price based on the economic price adjustment element will be made and be applicable for all deliveries during that month. The opportunity for changes in pricing (up or down) will occur in the next month.

The fixed priced element will be fixed for the entire period of the contract and will not change. The fixed Margin Price contains all the Contractor's indirect costs, i.e., overhead, profit, direct labor, transportation cost, tank maintenance, etc. The Margin Price is not subject to upward or downward adjustment and will remain fixed for the contract period. The cost of the propane product will NOT be included in this price.

The economic price adjustment element of the unit price will be based on the Wholesale Propane Price for Wisconsin obtained directly from the U.S Energy Information Administration's website at the time an order is issued and modified monthly. This would provide for an upward or downward adjustment in this element of the unit price based on current market conditions.

The order unit price would be calculated as such: Wholesale Propane Price (variable) + Contractor Margin Price (fixed) = Unit Price. The unit prices may be revised upward or downward based solely on the US EIA wholesale pricing. 

The exact quantity of propane needed will not be known when an order is placed.  If more gallons are needed before the next normally scheduled order is made, an additional interim order will be placed utilizing the same pricing model described above to include any changes in the Wholesale Propane Price. Any ordered but unused quantities will be removed from the delivery order by modification.

The anticipated North American Industry Classification System (NAICS) code for this requirement is 324110, Petroleum Refineries with a small business size standard of 1,500 employees.

The results of this market research will contribute to identifying potential sources and determining the method of procurement if a requirement materializes. Based on the responses to this sources sought notice/market research, this requirement may be set-aside for small businesses (in full or in part) or procured through full and open competition. All small business set-aside socioeconomic categories will be considered. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding submissions. Be advised that the U.S. Government will not be able to set aside this requirement if two (2) or more small businesses do not respond with information to support the set-aside.

This notice is issued solely for information and planning purposes – it does not constitute a Request for Quote (RFQ)/Invitation for Bid (IFB)/Request for Proposal (RFP) or a promise to issue an RFQ, IFB or RFP in the future. This notice does not commit the U.S. Government to contract for any supply or service. Further, the U.S. Government is not seeking quotes, bids or proposals at this time and will not accept unsolicited proposals in response to this sources sought notice. The U.S. Government will not pay for any information or administrative costs incurred in response to this notice. Submittals will not be returned to the responder. Not responding to this notice does not preclude participation in any future RFQ or IFB or RFP, if any is issued. If a solicitation is released, it will be synopsized on SAM.gov. It is the responsibility of potential offerors to monitor SAM.gov for additional information pertaining to this requirement. 

In response to this Sources sought, please provide: 

1.    Name of the firm, point of contact, phone number, email address, website address, telephone number, UEI number, CAGE code, a statement regarding small business status (including small business type(s)/certifications(s) such as SDB, 8(a), HUBZone, SDVOSB, WOSB, etc.) and the corresponding NAICS code. 

2.    Identify whether your firm is interested in competing for this requirement as a prime contractor or not. Identify subcontracting, joint ventures or teaming arrangements that will be pursued, if any.

3.    Information in sufficient detail regarding previous experience (indicate whether as a prime contractor or subcontractor) on similar requirements (include size, scope, complexity, timeframe, government or commercial), pertinent qualifications, etc., that will facilitate making a capability determination.

4.    Recommendations to improve the approach to acquiring the identified product to include contract type, pricing structure, commercial terms and conditions, etc.

5.    Your response to this Sources Sought, including any capabilities statement, shall be electronically submitted to the Contract Specialist, Dustin Robetson, via email at dustin.t.robertson4.civ@army.mil no later than 10:00 a.m. CT on 10 September 2025. Please reference all email correspondence with the following Subject line: Propane Gas Requirement at Fort McCoy, WI. Information and materials submitted in response to this request WILL NOT be returned. DO NOT SUBMIT CLASSIFIED MATERIAL.