Propane Services - Anthony Correctional Center

The West Virginia Division of Administrative Services, on behalf of the Division of Corrections and Rehabilitation, issued an Agency Request for Quote (ARFQ 0608 DCR2200000070) to establish an open-end contract for the purchase and delivery of Liquid Propane Gas (LPG) to Anthony Correctional Center located at 313 Anthony Center Drive, White Sulphur Springs, West Virginia 24986, serving Greenbrier County and West Union Town. The procurement seeks HD-5 grade propane, the highest quality propane grade available, which must contain a minimum of 90% propane and a maximum of 5% propylene, with an estimated annual consumption of 125,000 gallons via bulk 18,000-gallon tank service and 5,000 gallons via bobtail 500-gallon tank service for a combined estimate of 130,000 gallons annually. The successful vendor must be a licensed refiner, distributor, or dealer capable of implementing an automatic fill program to maintain consistent fuel supply without requiring Agency personnel to monitor levels or place routine orders, and must be able to fulfill emergency orders placed by Agency personnel within 48 hours. Pricing shall be determined by a firm fixed markup applied to the OPIS cost of propane per gallon indexed on July 1, 2021, from the Greensburg, Pennsylvania wholesale basis, with standard order delivery on an F.O.B. destination basis including delivery costs in bid pricing. The contract will be awarded to the vendor providing the lowest overall total cost meeting all specifications and demonstrating references for working with vaporizers and bulk storage tanks. The original solicitation closed on December 16, 2021, at 4:00 p.m. EST, with questions due by December 9, 2021, at 2:00 p.m. EST; however, Addendum 2 extended the bid closing date to December 23, 2021, at 12:00 p.m. A mandatory pre-bid meeting was required, with failure to attend resulting in bid disqualification, and all bidders were required to acknowledge receipt of addenda to avoid disqualification.

The solicitation documents do not identify any set-aside designations or specific restrictions limiting responses to disadvantaged enterprises, minority-owned businesses, or women-owned businesses; however, all vendors must comply with West Virginia's Purchasing Affidavit requirements, affirming they are not in default on monetary obligations owed to the state or its political subdivisions and do not owe debts exceeding one thousand dollars in the aggregate. No incumbent vendor or current contractor information is provided in the solicitation documentation. Successful vendors must provide typed or electronically entered bid information, clearly identify any alternate models or brands proposed with supporting documentation of equivalence, and submit bids electronically through wvOASIS or in signed hard copy format. The contract term is structured with an initial period followed by three successive one-year renewal periods, subject to mutual written consent of both the Agency and Vendor, with pricing remaining firm for the life of the contract and payment made in arrears following delivery and acceptance. The apparent successful vendor must provide a performance bond and labor/material payment bond each in the amount of 100 percent of the contract value, as well as a two-year maintenance bond, along with Commercial General Liability Insurance and Builders Risk Insurance equal to 100 percent of the contract value with the State listed as an additional insured. No specific award value or budget range is disclosed in the solicitation materials, though the estimated annual usage of 130,000 gallons provides the baseline for cost projections based on the vendor's firm fixed markup over the OPIS indexed price.