KDFWR - Bulk Propane Services

The Kentucky Department of Fish and Wildlife Resources (KDFWR) is issuing Request for Bid (RFB) 660 2500000478 for bulk propane delivery and off-loading services to establish a master agreement with an initial one-year contract term and four optional one-year renewal periods, with a potential 90-day extension thereafter. The solicitation, released on February 13, 2025, closes on February 21, 2025, at 12:00 p.m. Eastern Time, with bid readings available via conference line at 3:00 p.m. ET on the closing date. KDFWR seeks vendors to deliver and off-load propane to six 500-gallon tanks (five owned by KDFWR and one currently leased from the incumbent vendor) located at agency headquarters in Frankfort, Kentucky, with bi-weekly scheduled deliveries required from October 1st through May 1st during agency work hours and emergency response capability within one hour of request. Propane must conform to Gas Processors Association specifications with a minimum BTU content of 91,600 per gallon, and pricing shall be based on the Mont Belvieu Spot Price plus a vendor-supplied Fixed Fee Adder (FFA) that remains fixed throughout the contract term. Award determination utilizes a best-value ranking approach with price comprising 75 points (lowest FFA receiving maximum score) and delivery performance comprising 25 points, with price increases prohibited during the first 12 months and thereafter requiring 30 days' written notice with industry-wide justification, while price decreases must be reflected immediately. All bids must be submitted electronically through the Kentucky eProcurement System via the Vendor Self Service platform, and vendors must provide proof of Commercial General Liability Insurance of $1,000,000 per occurrence and $2,000,000 aggregate with KDFWR listed as an additional insured prior to award.

Kentucky resident bidders may receive reciprocal preference against nonresident bidders, and qualified bidders including Kentucky Correctional Industries and nonprofit organizations serving individuals with severe disabilities may receive preference equal to 15 to 20 percent of maximum points, provided they meet requirements established under 200 KAR 5:410(3) and maintain compliance throughout the contract term. All bidders must execute affidavits attesting to compliance with Kentucky campaign finance laws, and resident bidders claiming resident bidder status must demonstrate authorization to transact business in Kentucky, filing of corporate income taxes for the year prior to contract advertisement, payments to the Kentucky unemployment insurance fund, and maintenance of active workers' compensation coverage. The incumbent vendor currently leases one of the six tanks to KDFWR, though no specific budget or award value is provided in the solicitation documents. Vendors must be pre-registered in the Vendor Self Service System and submit responses electronically including contact information, the completed bid document, applicable affidavits, delivery time specifications measured in minutes, hours, or working days after order request, and proof of required insurance coverage with a maximum attachment file size of 65,000 KB per document and a limit of ten documents uploaded simultaneously. All responses must achieve "Accepted" status through the Kentucky eProcurement System to be considered successfully submitted, with email confirmation notifications sent to verify successful response acceptance.