PHRJ - Propane

The West Virginia Department of Homeland Security, Division of Administrative Services, is requesting quotes for propane fuel supply to Potomac Highlands Regional Jail in Augusta, West Virginia, under ARFQ 0608 DCR2600000132, with bids due July 29, 2026 at 10:30 a.m. EST. Questions close July 20, 2026 at 2:00 p.m. EST, with a non-mandatory pre-bid meeting that same day at 2:00 p.m. EST.

The scope is an open-ended contract to supply HD-5 grade propane fuel at an estimated annual quantity of 96,500 gallons for two facility-owned 18,000-gallon tanks. The vendor must establish an automatic fill program to eliminate Agency fuel-level monitoring and maintain capability to deliver emergency orders within 48 hours of placement. Deliveries occur during normal work hours, Monday through Friday, 7:30 a.m. to 3:30 p.m. EST, with standard order delivery costs included in bid pricing. Vendors must be established refiners, distributors, or dealers for a minimum of three years and provide proof of HD-5 propane quality prior to award and upon Agency request.

The contract term is one year with four optional one-year renewal periods; renewals require mutual written agreement, not automatic renewal. After the initial twelve months, vendors may request price adjustments no less than thirty days prior to contract anniversary, limited to the lesser of the prior-year Consumer Price Index increase or three percent, subject to Agency approval. Pricing is firm for the entire contract life and must be submitted as a single fixed markup per gallon, including all profit, transportation, labor, and overhead; pricing is based on weekly OPIS (Oil Price Information Service) averages posted the Friday of the delivery date. The Agency is exempt from federal excise tax and state consumer sales tax but responsible for state excise tax and the federal L.U.S.T. fee of $0.001 per gallon. Award is to the lowest total calculated cost. The successful vendor must provide a performance bond equal to 100 percent contract value and maintain Commercial General Liability Insurance of at least $1 million per occurrence with the State listed as additional insured. Payment is by electronic funds transfer or P-Card, made in arrears after delivery and acceptance.