Propane Supply and Delivery Services

The County of San Mateo Parks Department has issued a Request for Proposals (RFP) for propane supply and delivery services to support operations across the county's 24 parks and recreation areas comprising over 16,000 acres. The procurement seeks a qualified vendor to provide HD-5 grade propane meeting ASTM and NFPA standards, including regularly scheduled deliveries, emergency delivery services within 24 hours, tank installation and maintenance, safety inspections, staff training, and 24/7 customer support. Minimum qualifications require proposers to demonstrate four years of similar experience within the past seven years, employ an account manager with at least two years of relevant experience, and maintain good standing in the System for Award Management (SAM). The pricing proposal must include line-item costs for bulk propane fuel supply per gallon, scheduled delivery charges, emergency/after-hours delivery charges, bulk tank rental, tank monitoring service, and service and maintenance for both regular and after-hours work. The evaluation will be conducted on a price-based (lowest-price) procurement method, with questions and contract exceptions due by February 4, 2026, and proposals due by February 11, 2026, at 5:00 pm via the eProcurement portal. The selected contractor will enter into a three-year agreement with potential for negotiations following the notice of intent to award. No pre-proposal conference or site visit is scheduled.

The County has adopted a Procurement Preference for Local Businesses Ordinance and will apply bid discounts for evaluation purposes only: 5% for qualified local businesses headquartered in San Mateo County, 8% for certified local small businesses, and 10% for certified local micro businesses. Applications are welcome from local nonprofits, small businesses, and micro businesses, providing enhanced opportunities for disadvantaged or local enterprises to compete. The contract is structured as a cooperative procurement, allowing other organizations to potentially utilize the resulting agreement. The contract will exceed $200,000 and therefore be subject to San Mateo County's standard contract terms for agreements over that threshold, requiring contractors to obtain and maintain comprehensive insurance coverage including workers' compensation, general liability, motor vehicle liability, and professional liability, each with $1,000,000 minimum coverage, along with compliance with prevailing wage requirements and various county ordinances. No incumbent vendors or existing contract values are specified in the available documentation, though the scope of services across 24 parks and multiple counties suggests a substantial annual budget requirement for propane supply and delivery operations.