Propane

The Missouri Department of Transportation Northeast District is soliciting competitive bids for propane supply services through an Invitation for Bid (IFB) process. The procurement seeks vendors to supply propane on an as-needed basis to up to 12 individual locations throughout the MoDOT Northeast District during the agreement period from June 1, 2026, through May 31, 2027. The 12 locations include the Edina Complex, Eolia Radio Tower, Fairmont Radio Tower, Hannibal Radio Tower, Lancaster Maintenance facility, Macon Complex, Mexico Radio Tower, New Cambria Complex, Palmyra Maintenance facility, Queen City Radio Tower, Troy Complex, and Warrenton Radio Tower, with awards to be made on an item-by-item basis so that individual locations may be awarded to different vendors. Propane will be delivered to facilities including maintenance buildings, mechanics bays, wash bays, welding shops, and radio tower generators, with tank capacities ranging from 120 gallons to 1,000 gallons and some locations utilizing manifold systems with dual tanks. Historical usage data from the previous agreement period (June 2025 through May 2026) indicates total consumption across all facilities approximated 29,739 gallons, with the Macon Complex accounting for the largest volume at 15,424 gallons. Bidders must submit unit prices on a per-gallon basis that remain firm for the entire agreement period and must include all costs for delivery (FOB Destination), monitoring systems and equipment, freight, handling, tank maintenance, and compliance with applicable permits and regulations; no additional fees such as fuel surcharges or environmental fees are permitted. Tank monitoring will operate on either a "keep full" basis (tanks must not drop below 20% capacity) or a "will call" basis depending on location. The bid submission window opens May 20, 2026, at 6:00 PM UTC, with bids due by June 2, 2026, at 6:00 PM UTC for public opening. Successful vendors must complete mandatory site visits to all assigned locations and meet with MoDOT Northeast District Facilities Department staff no later than August 31, 2026, to inspect tanks, discuss monitoring equipment requirements, and review site-specific needs prior to the winter heating season.

All prospective bidders must be registered in MissouriBUYS (Powered by MOVERS) to be considered for contract award. Bidders are required to complete all Business Compliance Exhibits, including the M/WBE Participation form, Service-Disabled Veteran (SDV/E) Preference certification, and the Buy American Form (Exhibit N), as this solicitation involves commodity purchases. While no specific set-asides or restrictions limiting response to particular organization types are noted in the solicitation, the inclusion of M/WBE and Service-Disabled Veteran preference certifications indicates that MoDOT may consider these designations in the evaluation process. No incumbent vendor or existing contractor has been identified in the available solicitation documents. Bids must remain valid for 90 days from the bid opening date, and payment terms are established at Net 45 days. Possible award values and budget ranges have not been disclosed in the solicitation materials; however, historical usage data suggesting approximately 29,739 gallons of propane consumption annually can inform vendor estimates of potential contract volumes and revenue opportunities across the award locations.