2020-08 Liquid Propane and New Propane Tank

Agency: Town of Ledyard
State: Connecticut
Type of Government: State & Local
NAICS Category:
  • 424710 - Petroleum Bulk Stations and Terminals
  • 454310 - Fuel Dealers
Posted Date: Mar 10, 2020
Due Date: Apr 2, 2020
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
RFP Number Date Issued Date and Time of Opening
2020-08 Liquid Propane and New Propane Tank
4/2/2020 @ 2:00 PM

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RFP 2020-08Liquid Propane
Town of Ledyard
Town of Ledyard
Request for Proposals Liquid Propane and New Propane Tank
1. Introduction
The Town of Ledyard, Connecticut is requesting pricing information for the purchase of
Liquid Propane.
2. General Requirements
Vendors making proposals must respond in writing to all requirements of this
Request for Proposal (RFP). Responses should reflect detailed considerations of the
issues and opportunities presented by this specific project. Any additional
information that is felt to be relevant by the responding firm should be included
together with the submittal requirements.
Proposers return name and return address, along with the RFP number and name,
must be affixed to the outer envelope of the proposal submittal.
Proposals are due in Ledyard Town Hall no later than Thursday, April 2, 2020, at 2:00
P.M. and will be opened and read aloud at that time. No telephone, e-mail, or
facsimile proposals will be accepted. Any proposals arriving after 2:00 P.M. on April 2
will not be accepted.
Costs incurred for the preparation of a proposal in response to this RFP shall be the
sole responsibility of the vendor submitting the proposal. The Town of Ledyard
reserves the right to select or reject any vendor that it deems to be in the best
interest provide the service specified. The Town reserves the right to accept the
proposal on one or more items of a proposal, on all items of a proposal or any
combination of items. The Town reserves the right to discontinue the selection
process at any time prior to awarding of a contract. The Town reserves the right to
waive defects and informalities of the proposals.
Procurement information shall be a governmental record and shall be available to
the public. Proprietary information shall be considered a governmental record.
3. Project Requirements
At the present time, the Town has five (5) locations that require delivery of liquid propane
at various locations and tank sizes. Fuel is to be delivered either "as needed" in accordance
with an agreed-upon, pre-arranged schedule, or as requested in response to a telephone
request by an authorized Town of Ledyard representative.
The estimated quantity to be acquired for the 2020-2021 heating season is approximately
15,500 gallons. Fuel shall be of standard brand and quality. Quantities delivered to the
different locations may differ slightly from those shown on the table.
The successful bidder will be required to insure that all tanks at the different locations with a
pre-arranged delivery schedule are always filled with adequate quantities to keep the system
and equipment operational at all times. The supplier will be held responsible for any costs
incurred for repairs and/or services required due to these fuel tanks being allowed to reach
empty status. Routine scheduled delivery will be the responsibility of the fuel supplier. The
contract period for Liquid Propane would be July 1, 2020 through June 30, 2021.
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RFP 2020-08Liquid Propane
Town of Ledyard
Any deviations from the specifications must be so noted and any bid prices must be reflective
of these deviations. The FOB Point is always to be the service address in Ledyard, Connecticut
unless otherwise stated by the bidder. An FOB point other than the Town of Ledyard must be
so stipulated by the bidder.
Questions should be directed Shawn Ruszczyk, Foreman, Public Works at (860) 884-4412 ext.2
at foreman.public.works@Ledyardct.org
4. Transition at Contract Inception
Within ten (10) days of the awarding of the contract, the selected vendor shall examine all
locations and report to the Town of Ledyard the amount of propane in each tank.
No vendor shall fill tanks not owned by the Town, except upon the written permission of the
Town of Ledyard.
5. Amounts Needed
Tank Location
Police Station
739 Colonel Ledyard Highway
Emergency Services Building
11 Fairway Drive
Public Works Garage
889R Colonel Ledyard Highway
Town Hall and Annex
741 Colonel Ledyard Highway
Animal Control Facility
889R Colonel Ledyard Highway
Tank Size (Gallons)
One 1,000 gal
One 1,000 gal
One 500 gal
Two 1,000 gal
Two 1,000 gal
Two 500 gal
6. Insurance
The successful vendor will be required to submit a certificate of insurance showing
minimum liability limits of $1,000,000, types of liability coverage, and workers
compensation participation. Thirty day notice is required for cancellation of policy and
Town of Ledyard shall be listed as additional insured.
7. Commitments
Provide a description of the vendor's overall capability, resources, and assurance that it can
meet its commitment to successfully complete deliveries.
8. Compliance with Laws
The successful bidder warrants and promises that it will comply with all state and federal
requirements for the transportation, storage, and handling of fuels provided under this bid.
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RFP 2020-08Liquid Propane
Town of Ledyard
9. Pricing
Liquid Propane - based on an agreement for an estimated number of gallons over a 12-month
This should address the purchase of an estimated number of gallons of liquid propane
(15,500 gallons) from July 1, 2020 through June 30, 2021.
Please state your pricing as follows:
Option 1: Fixed Pricing
Fixed Price per Gallon
List Taxes per Gallon
Total per Gallon
Option 2: Differential Pricing on Rack Rate
Pricing Differential per Gallon
Taxes per Gallon
State what the price effect would be if the total actual number of gallons came in either less
than or greater than the quantity guaranteed?
Identify any unusual features of your program that might make it unique or better than others.
Please describe your price protection plan and the cost if the Town were to purchase this
Recent names and phone number information must be provided for at least three (3) other
customers for whom these types of services have been provided.
Contact information:
Official Entity Name
FOB Information
City, State, Zip
E-mail Address
State of
Telephone Number
Price holds for
Fax Number
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RFP 2020-08Liquid Propane
Town of Ledyard
Suspension and Debarment Certificate:
I certify that this vendor has not been suspended or debarred from participating in any
federal or State contract or grant.
_________________________________ ___________________________
Name Printed
a) BID ACCEPTANCE AND REJECTIONS: The Town of Ledyard reserves the right to accept
any bid, and to reject any or all bids; to award the bid to other than the low bidder if
deemed to be in the best interests of the Town; to accept the bid on one or more
items of a proposal, on all items of a proposal, or any combination of items of a
proposal; and to waive any defects in bids.
b) FINAL BID PRICE: Terms and FOB point are always part of the bid. FOB point is always
to be Ledyard, Connecticut unless otherwise indicated by the bidder. It is the bidder's
responsibility to so designate an FOB point other than Ledyard. If the bidder has any
special payments or delivery clauses which could effect the final delivery price of an
item up for bid, that too shall be made part of the bid. If, however, this is not
included in the bid, the seller will be solely responsible for any increased prices due
to any circumstances.
c) LATE PROPOSALS/BIDS: Any bids received after the specified date and time will not
be considered, nor will late bids be opened.
d) PAYMENT TERMS: It is customary for the Town of Ledyard to pay its bills within 20
- 30 working days following delivery of, and receipt for, all items covered by the
purchase order. In submitting bids under these specifications, bidders should take
into account all discounts, both trade and time, allowed in accordance with the
above payment policy.
e) BRAND NAMES: When the item is offered of a brand that is not known for use and/or
reputation and financial stability is not well and favorably known to these officials,
bids on such unknown brand may be rejected because of this lack of knowledge
alone. Prospective bidders with such unknown brand should give information
concerning it to the Finance Director so that it may be checked into for bids for the
coming year. The bidder will state in the proposal the brand name and any
guarantees of the proposed materials. The brand name is to be for the material that
meets all specifications.
f) PROPER DOCUMENTATION: Any respondent to a bid request should sign off on and
return to the Finance Department the original Bid Documentation Package which
explains the scope of the bid request. Said signature, in the spaces provided,
indicates receipt of, familiarity with, and understanding of, and acceptance of the
specifications provided, except as otherwise noted by the respondent.
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RFP 2020-08Liquid Propane
Town of Ledyard
g) INDEMNIFICATION: The Bidder will indemnify the Town against all suits, claims,
judgments, awards, loss, cost, or expense (including without limitation to attorneys'
fees) arising in any way out of the Bidder's performance or nonperformance of its
obligations under this contract. Bidder will defend all such actions with counsel
satisfactory to the Town at its own expense, including attorneys' fees, and will satisfy
any judgment rendered against the Town in such action.
Proposals will be opened and read aloud in Ledyard Town Hall on Thursday, April 2, 2020, at
2:00 P.M. Proposers are welcomed to attend.
Bid results will be posted on the Towns website within one day after the bids are opened.
The Town will not respond to phone inquiries or emails for bid results.
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