PHRJ - Propane

The West Virginia Division of Administrative Services is soliciting bids via ARFQ DCR2600000132 to establish an open-ended master agreement for propane fuel supply to the Potomac Highlands Regional Jail in Augusta, with bids due July 29, 2026 at 10:30 a.m. EST and questions due July 20, 2026 at 2:00 p.m. EST. A non-mandatory pre-bid meeting is scheduled for July 20, 2026 at 2:00 p.m. EST.

The scope calls for HD-5 grade propane fuel delivery to two facility-owned 18,000-gallon tanks with an estimated annual requirement of 96,500 gallons. The vendor must establish an automatic fill program to eliminate manual fuel monitoring and maintain capability to deliver emergency orders within 48 hours of request during business hours (Monday–Friday, 8:00 a.m. to 5:00 p.m. EST). Deliveries occur during standard business hours (7:30 a.m. to 3:30 p.m. EST, Monday–Friday) with certified and sealed metered delivery tickets. Eligible vendors must be established refiners, distributors, or dealers with a minimum of three years of operational history and must provide proof of HD-5 grade propane quality prior to contract award and upon agency request.

Pricing is structured as a fixed markup per gallon applied to the weekly OPIS average price for the week of July 13, 2026 (Greensburg, Pennsylvania location); all delivery costs are included in the markup. Vendors must submit complete pricing pages or face disqualification. Addendum 1 clarifies that OPIS cost plus fixed markup per gallon yields total pricing per gallon, multiplied by estimated quantity.

The contract term is one year with up to three successive one-year renewal periods, contingent upon mutual written consent. The successful vendor must provide a Performance Bond and Labor/Material Payment Bond, each in the amount of 100% of the contract value, and maintain Commercial General Liability Insurance with minimum coverage of $1 million per occurrence prior to award. Pricing must remain firm for the life of the agreement unless otherwise specified, with vendors required to extend publicly advertised sale prices to the State and invoice at the lower of the contract price or publicly advertised price. Contact: Wassef Maazaoui at 304-558-9093 or wassef.maazaoui@wv.gov.