KDFWR - Bulk Propane Services (REBID)

The Kentucky Department of Fish and Wildlife Resources (KDFWR) is seeking qualified vendors to provide bulk propane delivery and off-loading services to its headquarters in Frankfort through a rebid solicitation process. The procurement requires bi-weekly propane delivery and off-loading to six 500-gallon tanks (five owned by KDFWR and one leased from the incumbent vendor) at Sportsman's Lane during the heating season from October 1 through May 1 annually. The contract will be awarded on a best value basis, with pricing established using the Mont Belvieu Spot Price for propane (based on the closing price for the last business day of the preceding month) plus a Fixed Fee Adder (FFA) per gallon that vendors must propose to cover all delivery and off-loading services; the FFA will remain fixed throughout the contract term, though price increases may be requested after 12 months based on industry-wide changes. Propane must meet Gas Processors Association specifications with approximately 91,600 BTU per gallon and must comply with all federal, state, and local safety codes, including NFPA Pamphlet 58. Evaluation will weight the lowest FFA markup at 75 points and delivery time commitments (measured in minutes, hours, or working days) at 25 points. All bids must be submitted electronically through the Kentucky Vendor Self Service (VSS) system by March 14, 2025, at 12:00 p.m. Eastern Time, with a bid reading to be conducted via conference line at 3:00 p.m. on the closing date. The initial contract period is one year from the date of award, with four optional one-year renewal periods available, plus a potential 90-day extension.

Kentucky resident bidders and qualified bidders (including Kentucky Correctional Industries and nonprofits serving individuals with disabilities that employ such individuals for at least seventy-five percent of direct labor hours) receive preference in accordance with Kentucky Revised Statutes 45A.490-45A.494. The incumbent vendor currently provides one of the six required tanks through a leasing arrangement, though this detail does not restrict competition from other qualified propane service providers. Vendors must provide proof of Commercial General Liability Insurance of $1,000,000 per occurrence and $2,000,000 aggregate, maintain current Kentucky tax registration, execute required affidavits attesting to compliance with Kentucky campaign finance laws and contractor qualifications, and assume full responsibility for all delivery, off-loading, equipment, labor, tank maintenance, and safety measures. Vendors must also designate primary and secondary service coordinators and provide separate account numbers for each tank. While no specific budget range is disclosed in the solicitation documents, the contract encompasses annual propane consumption for a state agency facility with anticipated ongoing needs over multiple years with renewal options. All required insurance documentation and completed tax registration and affidavit forms must be submitted prior to award.