Bulk Propane

STATE OF ARKANSAS
Department of Parks, Heritage and Tourism
1100 North St. Little Rock, AR 72201
INVITATION FOR BID
SOLICITATION DOCUMENT
SOLICITATION INFORMATION
Solicitation Number: ADPHT 26-021 Solicitation Issued: March 10, 2026
Description: Bulk Propane to be delivered to Mount Magazine State Park
Division/Agency: Arkansas Department of Parks, Heritage, and Tourism
BID DUE DATE
Bid Response Due Date: March 18, 2026 Time: 14:00 p.m., Central Time
Bid responses for this Invitation for Bid must be delivered to the Arkansas Department of Parks, Heritage, and
Tourism (ADPHT) on or before the submission deadline. Bids received after the submission deadline may be
rejected as untimely. See Section 1.2 for information regarding Live Bid Openings.
DELIVERY OF RESPONSE DOCUMENTS
Mount Magazine State Park
Attn: Lori Bodine
16878 S State Hwy 309
Delivery Address and Paris, AR 72855
IFB Opening Location
Delivery providers, USPS, UPS, and FedEx deliver mail to the delivery street
address on a schedule determined by each individual provider. These providers will
deliver based solely on the street address. Prospective Contractors assume all
risk for timely, properly submitted deliveries.
Seal outer packaging and properly mark with the following information. If outer
packaging of bid submission is not properly marked, the package may be opened for
bid identification purposes.
Bid's Outer Packaging
* Solicitation number
* Date and time of bid opening
* Prospective Contractor's name and return address
ADPHT CONTACT INFORMATION
Buyer's Direct Phone
Buyer: Michael Hunter 501-682-6919
Number:
Department's Main
Email Address: michael.hunter@arkansas.gov 501-324-9150
Number:
Department Website: https://adpht.arkansas.gov
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SECTION 1 - INFORMATION AND INSTRUCTIONS
1.1 INTRODUCTION
This Invitation for Bid (IFB) is issued by the Arkansas Department of Parks, Heritage, and Tourism for the
Division of Parks Operations to obtain pricing and a contract(s) for supply and delivery of propane to
Mount Magazine State Park
Direct all communications regarding this Solicitation to the Buyer on page one (1) of the IFB.
1.2 LIVE BID OPENING
Use the information below to view the bid opening online
Teams Meeting Link: https://teams.microsoft.com/meet/28508972004931?p=PV0J31wrEe22kRSemA
Meeting ID: 285 089 720 049 31
Passcode: jn3y73QB
Call-In Information: +1 501-244-3310,,442082366#
Phone conference ID: 442 082 366#
1.3 OBJECTIVE AND GOALS
The Department seeks to establish a contract with a qualified vendor to provide propane fuel and related
delivery services to the Mt. Magazine State Park. The successful contractor shall furnish all labor,
equipment, transportation, and materials necessary to safely deliver propane to designated agency
locations in accordance with the specifications and requirements set forth in this solicitation.
1.4 TYPE OF CONTRACT
A. As a result of this IFB, the Department intends to award a contract to a single Contractor (see
Contractor Selection).
B. The anticipated starting date for any resulting contract is April 01, 2026, except that the actual
contract start date may be adjusted unilaterally by the State for up to three (3) calendar months. By
submitting a signed bid in response to the IFB, the Prospective Contractor represents and warrants
that it will honor its bid as being held open as irrevocable for this period.
C. The initial term of a resulting contract will be for three (3) years. Upon mutual agreement by the
Contractor and Department, the contract may be renewed by the State for up to 2 additional two-year
terms or portions thereof, not to exceed a total aggregate contract term of seven (7) consecutive
years.
1.5 DEFINITION OF TERMS
A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same
meaning herein.
B. The terms "Invitation for Bid," "IFB," and "Solicitation" are used synonymously in this document.
C. "Prospective Contractor" means a responsive and responsible bidder who submits a bid that meets
the Requirements and criteria set forth in this Solicitation.
D. "Requirement" means a term, condition, provision, deliverable, Specification, or a combination
thereof, that is obligated under the Solicitation, resulting contract, or both.
E. "Shall" and "must" mean the imperative and are used to identify Requirements and Specifications.
F. "Specification" means any technical or purchase description or other description of the physical or
functional characteristics, or of the nature, of a commodity or service. "Specification" may include a
description of any Requirement for inspecting, testing, or preparing a commodity or service for
delivery.
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G. "State" means the State of Arkansas. When the term "State" is used herein to reference any
obligation of the State under a contract that results from this Solicitation, that obligation is limited to
the Department using such a contract.
1.6 CONTRACTOR SELECTION
A. Award is expected to be made to the responsive and responsible Prospective Contractor determined
to have submitted the lowest bid that meets the Requirements and criteria set forth in the IFB, based
on the markup per gallon listed on the Official Bid Price Sheet submitted by the Prospective
Contractor.
B. The State reserves the right to determine that received costs from any vendor are unreasonable (too
high for the requirements of the subject solicitation) or unrealistic (too low to reflect the ability of the
offeror to meet the requirements of the solicitation). When it is determined by the State that pricing is
potentially unrealistic or unreasonable, the State may request an offeror to clarify elements of pricing,
and the offeror may be removed from consideration for a solicitation, at the sole discretion of the
State.
C. If the State so chooses, negotiations may be conducted with the lowest-bidding, responsive and
responsible Prospective Contractor if:
1. All bids received from responsive and responsible bidders exceed available funding; or
2. It appears that additional savings to the state may result from negotiation.
D. If negotiations fail to result in a contract, the State may negotiate with the next lowest-bidding,
responsive and responsible Prospective Contractor.
1. The negotiation process may be repeated until an acceptable lower bid price is negotiated, or
until such time the State determines negotiations are no longer in the best interest of the state.
2. Negotiations are conducted at the sole discretion of the State.
E. Once the anticipated awardee has been determined, the anticipated award will be posted to the
Solicitation posting on ARBuy website, generally for a period of fourteen (14) days prior to the
issuance of a contract. The postings are anticipated awards only, subject to protest.
F. A contract is not effective prior to final award being made by the State; some contracts may be
subject to Legislative review prior to final award.
1.7 CLARIFICATION OF SOLICITATION
A. Submit questions regarding this Solicitation via email to the Buyer on page one (1) of the IFB by
16:00 pm, Central Time on or before March 11, 2016.
1. For each question submitted, Prospective Contractor should reference the specific Solicitation
item number to which the question refers, as applicable.
2. Prospective Contractors' written questions will be consolidated and answered by the State as
deemed appropriate. The State's consolidated written response is anticipated to be posted to the
Solicitation posting on the ARBuy website by the close of business on March 13, 2016. If
Prospective Contractor questions are unclear or non-substantive in nature, the State may
request clarification of a question(s) or decline to answer.
B. The Prospective Contractor should notify the Buyer of any term, condition, etc., that precludes the
Prospective Contractor from submitting a Responsive Bid. Prospective Contractors should note that it
is the responsibility of the Prospective Contractor to seek resolution of all such issues, including
those relating to the terms and conditions of the contract, prior to the submission of a bid.
C. Prospective Contractors may contact the Buyer with non-substantive questions at any time prior to
the bid opening.
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D. An oral statement by the Department will not be part of any contract resulting from this Solicitation
and may not reasonably be relied on by any Prospective Contractor as an aid to interpretation unless
it is reduced to writing and expressly adopted by the Department.
1.8 RESPONSE DOCUMENTS
A. All bids must be submitted to the delivery address and by the submission deadline on page one (1)
of the IFB.
B. Bid Response Packet
1. Prospective Contractors shall utilize the Bid Response Packet attached to the Solicitation to
submit their bids.
2. The following are bid submission Requirements and must be submitted as part of a Prospective
Contractor's bid.
a. Signed Bid Signature Page; signature may be ink or digital.
b. Completed Bid Response Packet, which must be in English.
c. Completed Official Bid Price Sheet (attached to Solicitation posting on ARBuy website).
i. Pricing must be proposed in U.S. dollars and cents.
ii. Quantities stated are estimates only and are not guaranteed. Prospective Contractor
must bid unit price on the estimated quantity and unit of measure specified.
* The State may order more or less than the estimated quantity on term contracts, and
the Contractor shall sell to the Department quantities ordered at no more than the
bid price.
iii. If pricing documents do not allow for accurate pricing, Prospective Contractor should
notify the Buyer at least seventy-two (72) hours before the bid opening time.
iv. Prices must be firm offers and adjustments may be negotiated at the time of contract
renewal.
* A request for a price increase must include supporting documentation
demonstrating that the increase in contract price is based on an increased cost to
the Contractor and that the proposed pricing is still competitive in the
marketplace. The State has the right to approve or deny any request for a price
adjustment.
v. Discount from list bids pricing is not acceptable unless requested elsewhere in the
Solicitation.
vi. State and local sales taxes should not be included in the bid price. Trade discounts
should be deducted from the unit price and the net price should be shown in the bid.
d. Proposed Subcontractors Form (see Standard Commodities Contract, section 14)
3. The following items, which must be submitted prior to a contract award to the Prospective
Contractor, may also be included with the Prospective Contractor's bid response:
a. Combined Certifications Form
a. EO 98-04 Contract & Grant Disclosure Form (see Standard Commodities Contract, section
11)
b. Copy of Prospective Contractor's Equal Opportunity Policy
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Pursuant to Arkansas Code Annotated 19-60-104, OSP requires a Prospective Contractor
bidding on a state contract to submit a copy of the Prospective Contractor's Equal
Opportunity (EO) Policy. Prospective Contractors not required by law to have an EO Policy
must submit a written statement to that effect
4. Prospective Contractors should not include any other documents or ancillary information, such
as a cover letter or promotional marketing information.
C. Prospective Contractors should not alter any language in Solicitation document(s) or Official Bid
Price Sheet provided by the State.
D. Prospective Contractors' bids cannot be altered or amended after the bid opening except as
permitted by law or rule.
E. As requested, Prospective Contractors shall provide clarification regarding Prospective Contractor's
bid response.
F. Prospective Contractors may submit multiple bids.
SECTION 2 - SPECIFICATIONS AND REQUIREMENTS
2.2 GENERAL REQUIREMENTS
A. The Prospective Contractor shall provide propane fuel and delivery services to Mt. Magazine State
Park on an as needed basis or schedule set by park staff.
B. The Prospective Contractor shall furnish all labor, equipment, vehicles and materials needed to
safely delivery the propane
C. The Prospective Contractor must use attachments that fit a vapor line that is 34" and liquid line that is
a 1 14"
D. Prospective Contractor pricing is based upon the industry "Posted Price." Each time delivery is made,
the contractor will furnish a current copy of the "Posted Price" along with the invoice.
2.3 PERFORMANCE STANDARDS
A. State law requires that contracts for services include Performance Standards for measuring the
overall quality of services that a Contractor shall provide.
B. The State may be open to negotiations of Performance Standards prior to contract award, prior to the
commencement of services, or at times throughout the contract duration. Table A: Performance
Standards identifies expected deliverables, performance measures, or outcomes; and defines the
acceptable standards.
C. Performance Standards shall not be amended unless they are agreed to in writing and signed by the
parties.
D. Failure to meet the minimum Performance Standards as specified will result in the assessment of
damages.
E. In the event a Performance Standard is not met, the Contractor will have the opportunity to defend or
respond to the insufficiency. The State has the right to waive damages if it determines there were
extenuating factors beyond the control of the Contractor that hindered the performance of services. In
these instances, the State has final determination of the performance acceptability.
F. Should any compensation be owed to the Department due to the assessment of damages, the
Contractor shall follow the direction of the Department regarding the required compensation process.
TABLE A: PERFORMANCE STANDARDS
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Criteria Standard Damages
Contractor will notify park of any
Park and Prospective Contractor
delivery delays. Repeated delays
Timely delivery of propane will mutually agree upon a delivery
could result in contract
schedule
cancellation.
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SECTION 3 - SOLICITATION TERMS AND CONDITIONS
3.1. ACCEPTANCE OF REQUIREMENTS
A. A Prospective Contractor's past performance with the State may be used to determine if the
Prospective Contractor is responsible (19-CAR 1-401).
1. Bids submitted by Prospective Contractors determined to be non-responsible will be rejected.
B. A single Prospective Contractor must be identified as the prime contractor.
1. The prime Contractor shall be responsible for the resulting contract and jointly and severally
liable with any of its subcontractors, affiliates, or agents to the State for the performance thereof.
C. By submitting a bid, the Prospective Contractor represents and warrants:
1. That the prices in the bid have been arrived at independently, without any collusion with
another competing Prospective Contractor.
a. Collusion violates Arkansas Procurement Law and can lead to suspension, debarment,
and can be referred to the Attorney General's officer for investigation and appropriate legal
action (Arkansas Code Annotated 19-61-403 and 19-61-702).
2. That the Prospective Contractor has not retained a person to solicit or secure the resulting
contract upon an agreement or understanding for a commission, percentage, brokerage, or
contingent fee, except for retention of bona fide employees or bona fide established
commercial selling agencies maintained by the Prospective Contractor for the purpose of
securing business.
D. Qualifications, services, and commodities must meet or exceed the required Specifications as set
forth in the Solicitation.
3.2. GENERAL TERMS AND CONDITIONS
A. The Contractor must be registered as a vendor to receive payment and may register online by
visiting ark.org/vendor/index and clicking the Start Here button.
B. All payments to the Contractor under a resulting contract shall be made exclusively through ACH
(Automated Clearing House) direct deposit.
1. The Contractor shall provide the necessary banking information, including account number,
routing number, and any other details required to facilitate ACH direct deposits.
2. The Contractor shall be responsible for ensuring that the provided banking information is
accurate and up to date. Any delays or errors in payment caused by incorrect or outdated
information provided by the Contractor shall not be the responsibility of the Department.
3. The Department will process payments according to the agreed payment schedule, and all
payments made via ACH direct deposit shall be considered as duly received upon successful
transmission to the Contractor's designated bank account.
C. Pursuant to Arkansas State Procurement Law, the Contractor shall certify that, unless they offer to
provide the goods or services for at least twenty percent (20%) less than the lowest certifying
Prospective Contractor:
1. They are not engaged in and shall not, during the aggregate term of the resulting contract,
engage in a boycott of Israel (Arkansas Code Annotated 25-1-503),
2. They are not engaged in and shall not, during the aggregate term of the resulting contract,
engage in a boycott of an Energy, Fossil Fuel, Firearms, or Ammunition Industry (Arkansas Code
Annotated 25-1-1102).
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D. Pursuant to Arkansas Procurement Law, the Contractor shall certify that the Contractor does not
knowingly employ or contract with illegal immigrants and that the Contractor shall not knowingly
employ or contract with illegal immigrants during the aggregate term of any contract with the State or
any of its departments, institutions, or political subdivisions (Arkansas Code Annotated 19-60-105).
E. The Contractor shall invoice the State as required by the Department and should not invoice the
State in advance of delivery and acceptance of any commodities or services (Arkansas Code
Annotated 19-4-1206).
1. The Contractor should invoice the agency by an itemized list of charges. The Department's
purchase order number and/or the contract number should be referenced on each invoice.
2. Payment will be made in accordance with applicable State of Arkansas accounting procedures
upon acceptance of commodities and services by the Department.
3. Payment will be made only after the Contractor has successfully satisfied the Department as to
the reliability and effectiveness of the commodities or services purchased as a whole.
F. The Contractor should be able to accept the State's authorized VISA Procurement Card
(p-card) as a method of payment. Price changes or additional fee(s) must not be levied against the
State when accepting the p-card as a form of payment.
G. The Prospective Contractor shall certify that they are not a company owned in whole or with a
majority ownership by the government of the People's Republic of China (a "Scrutinized Company")
and that they do not and shall not during the aggregate term of the resulting contract employ a
Scrutinized Company as a contractor (Arkansas Code Annotated 25-1-1203).
H. This IFB incorporates all terms of the Standard Commodities Contract (found here)
1. The contract template is attached to the Solicitation as a sample for your information only.
2. A Prospective Contractor's bid may be rejected if a Prospective Contractor takes exception to
any terms, conditions, or Requirements in this IFB.
I. The Prospective Contractor agrees and shall adhere to all terms, conditions, and Requirements if
selected as the Contractor.
1. Items may only be modified if the legal requirement is satisfied and approved by the State during
negotiations.
J. Pursuant to Arkansas State Procurement Law, the Contractor shall in all other respects comply with
the laws, rules, and executive orders of the state that apply to the Contractor's performance under a
resulting contract.
3.3. DELIVERY: FOB DESTINATION
Arkansas Department of Parks, Heritage and Tourism
Mount Magazine State Park
16878 S State Hwy 309
Paris, AR 72855
A. All deliveries must be made during normal State work hours.
B. The Contractor shall pay all transportation and handling charges.
C. The Contractor shall bear responsibility for loss or damage that occurs during shipping, prior to the
order being received by the Department.
D. The State assumes no liability for commodities produced, processed, or shipped in excess of the
amount specified on the Department's purchase order.
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E. Unless otherwise agreed upon in writing by the Contractor and Department, payment will be made
within thirty (30) days of the date of the Contractor's delivery of product(s) conforming to the resulting
contract and receipt of the Contractor's invoice, whichever is later.
3.4. PROPRIETARY INFORMATION
A. The release of public records is governed by the Arkansas Freedom of Information Act (Arkansas
Code Annotated 25-19-101 et. seq.).
B. Submission documents pertaining to the Solicitation become the property of the State and may be
subject to the Arkansas Freedom of Information Act (FOIA).
C. In accordance with FOIA, and to promote maximum competition in the State competitive sealed
bidding, the State may maintain the confidentiality of certain types of information described in FOIA.
Such information may include trade secrets and other information exempted from public disclosure
pursuant to FOIA.
D. Under no circumstances will pricing information submitted in response to an invitation for sealed bids
be designated as confidential after the sealed bids have been opened.
E. Consistent with and to the extent permitted under FOIA, any Prospective Contractor may designate
appropriate portions of a bid as confidential by submitting a redacted copy of the bid. By so redacting
any information contained in the bid, the Prospective Contractor warrants that, after having received
such necessary or proper review by counsel or other knowledgeable advisors, it has formed a good
faith opinion that the portions redacted are not considered public records under FOIA.
F. If a Prospective Contractor deems part of the information contained in a response not to be a public
record, the Prospective Contractor should submit one (1) complete copy of the submission
documents from which any proprietary or confidential information has been redacted in their bid
response. Except for the redacted information, the redacted copy must be identical to the original
copy, reflecting the same pagination as the original and showing the space from which information
was redacted.
G. The Prospective Contractor is responsible for identifying all proprietary information and for ensuring
the electronic copy is protected against restoration of redacted data.
H. The redacted copy will be open to public inspection under the FOIA without further notice to the
Prospective Contractor. If the State deems redacted information to be subject to a public record
request under FOIA, the State will endeavor to notify the Prospective Contractor prior to release of
the redacted record.
I. The State has no liability to a Prospective Contractor with respect to the disclosure of Prospective
Contractor's confidential or proprietary information ordered by a court of competent jurisdiction
pursuant to FOIA or other applicable law.
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