Bulk LP Gas Delivery

The School Board of Polk County, Florida issued an Invitation to Bid (ITB) for Bulk LP Gas Delivery (Bid #058-PGB-0618), seeking a vendor to provide liquefied petroleum (LP) gas and associated services to district facilities. The procurement covers an estimated 75,000 gallons of tankwagon delivery and 200 gallons of 33# tank deliveries, with an initial contract period from July 1, 2018, to June 30, 2021, and options to extend for two additional one-year periods. Bidders were required to have a minimum of three years of experience as a bulk LP gas supplier and demonstrate capabilities through client references. The solicitation required a fixed fee pricing model based on the weekly Hattiesburg average propane price, which must include all associated costs such as delivery, tank maintenance, regulators, and gauges. Key dates included a non-mandatory pre-bid conference on June 7, 2018, with sealed bids originally due on June 18, 2018 (later extended to June 25, 2018), and a deadline of June 11, 2018, for submitting questions. Evaluation criteria emphasized vendor experience, service capabilities, emergency response, and compliance with state and federal regulations.

The procurement did not specify explicit set-aside designations or restrictions for disadvantaged enterprises. AmeriGas Partners, L.P. from Valley Forge, PA was the sole responsive bidder and was recommended for award, with a total bid amount of $40,547.20, including a unit price of $0.486 for tankwagon and tank deliveries and an $80.00 hourly rate for repair work. Subsequent contract renewals were issued to AmeriGas Partners for the 2021-2022 and 2022-2023 contract periods, with the most recent renewal extending the contract from July 1, 2023, to June 30, 2028. The pricing structure includes a fixed fee of 0.522 cents per gallon added to the weekly Port Everglades, FL average propane price. Contract requirements include maintaining telemetry monitors on service units, with specific tank monitoring specifications such as a re-order point of 40% tank fill and automatic refill when tanks drop below 25%. The vendor must also comply with E-Verify requirements and maintain a dedicated representative for service-related communications with Polk County Public Schools.