Propane delivery

The City of Austin is requesting bids on HD-5 propane supply and delivery to Fleet Mobility Services under IFB 7800 MAS1011, with offers due October 20, 2026, at 2:00 PM CT and a non-mandatory pre-offer meeting on October 1, 2026, at 10:00 AM CT via Microsoft Teams. A 5% local-vendor preference applies to bidders with headquarters in the Austin-Round Rock-San Marcos MSA (Bastrop, Caldwell, Hays, Travis, and Williamson counties); small business prime contractors and non-small business primes using small business subcontractors of at least 5% contract value receive comparable discounts.

The scope requires bulk propane delivery to an 18,000-gallon tank at Austin-Bergstrom International Airport and three 1,898-gallon tanks at Fleet Services Centers, plus cylinder refills and exchanges for 20-pound and 33.5-pound cylinders (estimated 2,500 annually). Bidders must demonstrate minimum three consecutive years of HD-5 propane supply and delivery experience, possession of a Texas Railroad Commission-licensed facility with delivery trucks and diagnostic equipment, submission of required licenses, employment of at least two DOT Cylinder Filler-certified technicians, and adequate inventory or access to fulfill orders within stipulated timeframes. Pricing is fixed for the first 12 months, with adjustments thereafter based on the Producer Price Index for transportation services at 100% weight on Category 2. The estimated annual propane volume is 250,000 gallons across four delivery-volume tiers, plus Code Red delivery fees for up to five annual emergency deliveries by transport truck and bobtail truck.

Offers must include compliance certifications (wage theft, debarment, boycott prohibitions), three customer references, and key personnel designations. The contractor must maintain Workers' Compensation ($100,000 per accident / $500,000 by disease), General Liability ($500,000 per occurrence), Business Auto Liability ($500,000 combined single limit), and Environmental Impairment/Pollution Liability ($1,000,000 per claim) with the City named as additional insured. Questions are due October 6, 2026, at 2:00 PM CT. All offers are valid for 150 calendar days. The City reserves the right to award a single contract or multiple awards by category or line item and to add or delete departments.