26-028 District Wide Propane Bid

Bibb County Public Schools (BCSD) in Macon, Georgia is issuing a Request for Proposals (RFP 26-028) for District Wide Propane services, with proposals due February 23, 2026 at 9 a.m. EST through the BONFIRE portal. The procurement seeks a qualified propane service contractor to provide comprehensive services including design, installation, fuel supply, maintenance, training, compliance support, and emergency services for the district's propane fueling infrastructure. BCSD operates a fleet of 157 propane-fueled school buses and consumed 644,243 gallons of propane in 2025 for bus operations, plus approximately 10,000 gallons for generators and heaters. The contractor must design and install a minimum 30,000-gallon above-ground propane refueling facility with four pumps and four vehicle fueling dispensers at 4580 Cavalier Drive, with a minimum fueling rate of eight gallons per minute per dispenser. Current propane storage includes a 30,000-gallon facility at 4580 Cavalier Drive, an 18,000-gallon facility at 2448 Roff Avenue (scheduled for discontinuation), and three 1,000-gallon tanks. The RFP includes a bidders conference scheduled for February 10, 2026 via Microsoft Teams, with questions due February 13, 2026 at 8 a.m. EST. Evaluation will use a 1,000-point scoring system comprising Technical Approach and Compliance (300 points), Price (250 points), Experience, Qualification and Past Performance (200 points), Maintenance and Emergency Response (150 points), and Safety and Training Support (100 points). The contract term is one year with options for renewal for three additional years, with all pricing and fees remaining fixed for a minimum of 60 months based on the Dixie Pipeline Terminal (Milner, Georgia) Average as the base price reference.

There are no specific set-aside designations or restrictions limiting organizational types from responding to this procurement. All bidders must comply with federal and state requirements, including the Georgia Security and Immigration Compliance Act, and provide certifications regarding debarment status, E-Verify compliance, non-collusion, and non-discrimination in employment practices. The contractor must maintain Commercial General Liability insurance with limits of not less than $250,000 per occurrence and Worker's Compensation insurance at statutory limits, and must be a member of a propane supplier network capable of coordinating fuel delivery with documentation of Georgia-based network member suppliers. No incumbent vendor or current contractor information is specified in the procurement documents. The district's existing infrastructure includes two major storage facilities and three smaller tanks that the selected contractor will manage and potentially consolidate. The RFP does not specify an overall contract value or budget range; instead, pricing will be evaluated competitively based on cost per gallon of propane plus detailed lists of all additional fees, with payment made within 30 days of invoice receipt and notification of goods or services delivery. Proposals must remain valid for a minimum of 120 days following submission.