Bulk Liquified Petroleum Gas - Propane

Caesar Rodney School District, on behalf of the State of Delaware, is requesting bids for bulk liquified petroleum gas (propane) delivery and related services across New Castle, Kent, and Sussex counties under ITB SRS27937, with bids due August 19, 2026 at 1:00 p.m. Eastern Time.

The scope encompasses 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), tank and regulator installation, equipment usage throughout the contract term, initial leak testing, operational instruction of agency personnel, periodic safety inspections, tank removal within thirty days of contract expiration, modifications to interior appliances for safety code compliance, additional piping installation where required for safety code compliance, and addition of appliances as needed. The contractor must own and maintain propane tanks and exterior equipment at agency locations at no cost to the agency, except interior equipment maintenance quoted separately. The contractor must 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.

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. Pricing shall remain firm for the contract term, quoted in U.S. dollars based on the Central Atlantic (PADD 1B) wholesale propane price index. Any price adjustment beyond the initial term is 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. Mandatory monthly usage reporting in Excel format is due by the 15th of each month, with quarterly reporting of subcontractor diversity supplier participation. Questions are due July 20, 2026; answers will be posted by July 27, 2026. Award is expected within 30 days of bid opening. 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.