PHRJ - Propane

The West Virginia Department of Homeland Security, Division of Administrative Services, is requesting quotations on behalf of the West Virginia Division of Corrections and Rehabilitation for propane fuel supply to Potomac Highlands Regional Jail in Augusta, with bids due August 18, 2026, at 10:30 a.m. and questions due August 13, 2026, at 2:00 p.m.

The scope is HD-5 grade propane fuel delivery under an open-ended contract with an estimated annual consumption of 96,500 gallons. The facility operates two 18,000-gallon tanks and requires vendors to establish an automatic fill program eliminating Agency fuel-level monitoring. Manual orders placed outside the automatic fill program must be delivered within 48 hours. Vendors must be established refiners, distributors, or dealers with a minimum of three years in business and must demonstrate equipment capability to fulfill all contract requirements.

Pricing is structured as a single fixed vendor markup per gallon above the Weekly OPIS average posted every Friday, using Greensburg, Pennsylvania as the pricing terminal. The pricing structure includes all profit, transportation, labor, and overhead costs, with standard delivery charges incorporated into bid pricing; emergency order delivery charges may be invoiced separately. The contract is awarded to the lowest total calculated cost. Price adjustments after the initial twelve-month period are limited to the lesser of prior-year Consumer Price Index relative to current year or three percent, subject to Agency approval.

The contract term is an initial one-year base period with four optional one-year renewal periods, contingent on mutual written consent. Commercial General Liability Insurance with minimum coverage of $1,000,000 per occurrence is required. A non-mandatory pre-bid meeting is scheduled for August 13, 2026, at 2:00 p.m. EST. Pricing under the contract is firm for life of the agreement unless otherwise specified. All vendor submissions are public documents subject to West Virginia's Freedom of Information Act disclosure.