26-028 Propane Bid

Bibb County Public Schools in Georgia is issuing a Request for Proposals (RFP) for district-wide propane services through a competitive procurement process. The District seeks a qualified propane service contractor to design, install, operate, and maintain a comprehensive propane fueling infrastructure to support its fleet of 157 propane-fueled school buses and stationary propane needs at district facilities. The primary deliverable is the design and installation of a minimum 30,000-gallon above-ground propane refueling facility at 4580 Cavalier Drive, equipped with four pumps and four vehicle fueling dispensers capable of dispensing eight gallons per minute per dispenser, along with ongoing fuel supply, maintenance, training, compliance support, and emergency services. The District consumed 644,243 gallons of propane in 2025 for bus fueling and approximately 10,000 gallons for generators and heaters at the main facility. Proposals will be evaluated on a 1,000-point scale 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). A bidders' conference is scheduled for February 10, 2026 at 9 a.m. EST via Microsoft Teams, written questions are due by February 13, 2026 at 8 a.m. EST, and proposals must be submitted via the BONFIRE platform by February 23, 2026 at 9 a.m. EST. The contract term is one year with options for renewal for three additional years, with pricing fixed for a minimum of 60 months.

The RFP does not specify set-aside designations or restrictions limiting competition to particular types of organizations or disadvantaged enterprises. Contractors must provide proof of required insurance within 15 days of award notification, including Worker's Compensation with statutory limits and Commercial General Liability of not less than $250,000 per occurrence. Pricing shall be based on the Dixie Pipeline Terminal in Milner, Georgia Average as the base price reference, with contractors required to provide annual subscription to a price index and submit an estimated cost per gallon plus a detailed list of all additional fees for pumping, delivery, service, and maintenance charges. The District reserves the right to award the contract to one or multiple vendors and may accept portions of bids from several contractors, effectively designating the selected contractor(s) as the sole propane provider(s) for the contract period. While no specific award value or budget range is disclosed in the RFP, the District's historical consumption of approximately 654,243 gallons annually, combined with infrastructure design and installation costs, indicates a substantial procurement opportunity. Funding for the contract will be provided from General Funds.