Propane Delivery and Fueling for City Wide Agencies

The City of Indianapolis and Marion County Purchasing Division is issuing Request for Written Quote RFQ-11EAL-213 to procure propane delivery and fueling services for city-wide agencies, with quotes due by 10:00 a.m. on Wednesday, February 25, 2026. The procurement encompasses approximately 10,000 gallons of annual propane consumption distributed across multiple departments, including Indianapolis Fleet Services requiring 7,000 gallons delivered bi-weekly to a 1,000-gallon skid-mounted tank system at Riverside Garage, and Public Safety Communications requiring 3,000 gallons across seven separate 1,000-gallon tank locations throughout Marion County and surrounding areas. The City requests HD5 consumer-grade propane suitable for engine fuel use, with contractors required to maintain in-stock inventory and dispensing capability for converted city vehicles. Pricing shall be structured as a daily closing OPIS propane price for Lebanon, Indiana, plus a flat-rate adjustment factor in cents per gallon that must remain firm throughout the contract period, with all freight and delivery charges included in the unit cost. The initial contract term is two years from execution, with renewal options available by mutual agreement for periods not exceeding the original contract length. Contractors must commit to maintaining refueling stations accessible by city vehicles at stated Marion County locations with specified hours of operation, emergency delivery within 24 hours during declared states of emergency, and monthly billing with detailed transaction statements including vehicle number, mileage, and gallons dispensed. Questions may be submitted through the procurement portal until February 18, 2026 at 12:00 p.m. Eastern Time.

The City requires contractors to maintain product liability coverage of $1,000,000 and must comply with minority and women's business enterprise participation requirements of fifteen percent minority, eight percent women's, three percent veteran's, and one percent disability-owned businesses, or demonstrate good faith efforts to achieve these percentages. Contractors must also satisfy E-Verify compliance, conflict of interest certification, post-employment restrictions for former city employees, debarment and suspension certification, and compliance with all applicable federal, state, and local laws including civil rights and nondiscrimination provisions. The City is currently contracted with Suburban Propane (Contract 19038) for these services, indicating an established vendor relationship and existing infrastructure that the selected contractor must accommodate or replace. No bid bonds or performance bonds are required, and no minimum or maximum purchase amounts are guaranteed under the agreement. The City reserves the right to reject any and all bids or split awards among multiple vendors, and either party may terminate the contract with ten days' written notice. While specific budget allocations are not provided in the procurement documents, the approximate annual consumption of 10,000 gallons at prevailing propane market rates suggests a contract value that will be determined by competitive OPIS-based pricing submissions.