RFP for Industrial Propane inspections

The Michigan Department of Corrections is soliciting proposals for industrial propane preventative maintenance services across six correctional facilities located throughout Michigan, including facilities in St. Louis, New Haven, Baraga, Muskegon Heights, and Munising. The scope of work requires annual inspections, preventative maintenance, startup procedures, and training for propane blending systems that serve as backup fuel supply in the event of natural gas supply loss at these facilities. Contractor personnel must maintain valid current mechanical licenses and HM126F hazardous material certification throughout the contract period and comply with all MDOC training requirements, including PREA compliance training and background clearances including LEIN verification. Services must be completed annually between September and December, with a firm completion deadline of December 30th each year. Bidders must submit proposals by 3:00 p.m. Eastern on Monday, April 13, 2026, with a question submission deadline of 3:00 p.m. Eastern on Monday, March 16, 2026; answers to bidder questions are anticipated to be posted by 5:00 p.m. Eastern on Friday, March 20, 2026. The anticipated contract begin date is September 1, 2026, with a minimum three-year term and the possibility of up to three additional one-year renewal periods at the State's sole discretion. Pricing must be firm for the entire contract length on a per-facility-per-year unit cost basis, with adjustments permitted only for documented changes in actual contractor costs following a 30-day review and negotiation period.

The RFP documents do not identify any specific set-aside designations or restrictions on eligible respondents based on organizational type or disadvantaged enterprise status. No incumbent vendors or current contractors are identified in the available procurement materials. Contractor employees will be required to comply with federal Criminal Justice Information Services (CJIS) security requirements and Prison Rape Elimination Act (PREA) standards, and all personnel accessing MDOC facilities must undergo background checks and security clearance verification. Liquidated damages of $5,000 plus $100 per day will be assessed for late or improper completion of contract activities, and service level agreement credits of $250 per non-compliant staff member will be applied if training requirements are not met. Payment will be made via Electronic Funds Transfer within 45 days of invoice receipt or service completion, with overtime, holiday pay, and travel expenses not reimbursable. No specific budget range or award value is provided in the available RFP documents.