Propone Gas

RFP: Propane
Emanuel County Schools
Propane Supply Bid Specifications
July 1, 2026- June 30, 2027
Bid Due Date: May 28, 2026 at 2:00 PM
Issue Date: May 1,2026
Contact Person: Jansen Ware, Assistant Superintendent
Purpose
Emanuel County Schools is soliciting sealed bids from qualified vendors for the supply and
delivery of propane gas for district facilities.
Swainsboro High School Field House
Swainsboro High School Greenhouse
Swainsboro Middle School Greenhouse
Emanuel County Institute Greenhouse
Scope of Services
The awarded vendor shall provide:
Bulk propane fuel supply
Scheduled and emergency delivery services
Tank refills for district-owned and/or vendor-owned tanks
Monitoring of tank levels
Compliance with all state, federal, and local safety regulations
Maintenance/service support for leased tanks
Estimated Usage
Estimated annual propane consumption may include, but is not guaranteed:
Agricultural or maintenance equipment (Greenhouses)
Athletic Facility Equipment (commercial dryer)

Pricing Requirements
Bidders shall provide:
A. Fixed Price Option:
Price per gallon for propane
Delivery fees (if any)
Tank rental fees (if applicable)
Emergency delivery fees
B. Variable Price Option:
Cost structure based on OPIS or market index
Markup percentage or flat fee
Delivery fees
Tank rental/service fees
C. Additional Charges:
Clearly identify all:
Hazmat fees
Environmental fees
Fuel surcharges
Administrative fees
Delivery Requirements
Deliveries must be made during normal business hours unless otherwise approved
Emergency deliveries must be available within 24 hours
Vendor must ensure uninterrupted supply
Delivery tickets must include:
o Date
o Location
o Gallons delivered
o Price per gallon
o Total cost
Equipment Specifications (If Vendor-Owned Tanks)
Vendor shall specify:
Tank sizes available
Installation costs

Maintenance responsibilities
Monitoring capabilities
Leak detection compliance
Removal terms upon contract termination
Safety and Compliance
Vendor must:
Be licensed and insured
Meet all Georgia and federal propane regulations
Provide proof of:
o Liability insurance
o Workers compensation
o Relevant certifications
Maintain OSHA and NFPA compliance
Provide emergency response procedures
Bid Submission Requirements
Bidders must include:
Company profile
References from similar school/government clients
Pricing sheet
Service area confirmation
Proof of insurance
Licensing documentation
Completed non-collusion affidavit
W-9
Evaluation Criteria
Bids may be evaluated based on:
Cost
Reliability
Service capabilities
Emergency response
Vendor experience
References
Compliance with specifications
Lowest bid may not automatically guarantee award.
Contract Terms

District reserves right to reject any/all bids
Contract may be renewed annually upon mutual agreement with a one year roll-over
option
Vendor performance may be reviewed periodically
Pricing adjustments must be clearly defined
Termination clauses must be included
Submission Instructions
Sealed bids should be clearly marked:
"Propane Fuel Bid"
Submit to:
Emanuel County Schools
201 North Main St.
Swainsboro, GA 30401
Deadline: May 28, 2026 at 2:00 PM
Late submissions will not be accepted.
Special Conditions
Quantities are estimates only
District may add or remove delivery sites
District reserves right to purchase from alternate sources during emergencies
Vendor must coordinate with district maintenance department