Addendum No 01 Open-End Propane Contract for Holly River SP

The West Virginia Division of Natural Resources issued Request for Quotation (RFQ) DNR2000000033 for an open-end propane contract to supply Holly River State Park in Hacker Valley, Webster County. The solicitation seeks propane supply, installation, maintenance, and delivery services, including the supply of seven 500-gallon tanks and nine 120-gallon tanks, with vendors required to establish an automatic fill program to eliminate manual ordering by park personnel. Vendors must be licensed with the West Virginia State Tax Office as a refiner, distributor, or dealer for propane and must provide proof of licensure with their bid response. The contract term is one year with renewal options to be mutually agreed upon by both parties subject to approval from the Property and Procurement Office and Attorney General's office. A non-mandatory pre-bid meeting was held on February 27, 2020 at 11:00 a.m. EST at the Anderson Building at Holly River State Park, with a technical question deadline of March 5, 2020 at 9:00 a.m. EST and a bid due date of March 17, 2020 at 1:30 p.m. EST. Pricing shall consist of a firm fixed markup per gallon for propane inclusive of all delivery costs, calculated as the markup bid price plus the weekly Oil Price Information Service (OPIS) published price for the week preceding delivery, with all prices quoted as delivered prices to Holly River State Park. The vendor is responsible for all exterior equipment including tanks, lines, regulators, emergency response services, securing required governmental permits at no cost to the park, annual equipment testing by January 15, and immediate replacement of defective equipment.

The incumbent vendor is Southern State of Buckhannon at the most recent pricing of $1.82 per gallon, though the specific OPIS terminal information was unavailable at the time of Addendum No. 01, issued March 9, 2020. No specific set-aside designations or restrictions on organization types are detailed in the solicitation documents. The contract is valued based on an estimated 25,000 gallons per year, though actual quantities may vary, indicating an indefinite-quantity open-end agreement with no firm award value specified. Vendors must acknowledge receipt of all addenda and submit the addendum acknowledgment form with their bids to avoid disqualification. All offers remain subject to the terms and conditions contained within the complete solicitation documents. Inquiries regarding the solicitation should be directed to James H. Adkins at the Division of Natural Resources by telephone at (304) 558-3397 or email at jamie.h.adkins@wv.gov.