ALLEGHANY COUNTY, NC REQUEST FOR BIDS PROPANE PURCHASES

Alleghany County, North Carolina is requesting bids to provide propane to County operations and programs on an annual basis.  The following details each County operation / program, the type of service that is required by each County operation / program and the amount of propane that was utilized by each County operation / program during the last contract cycle of December 2018 to December 2019.  Alleghany County or affiliates owns all of the propane tanks listed below.

Courthouse 

Located at 12 North Main Street, Sparta, NC.  The Courthouse used approximately 7,775 gallons of propane.  There are two underground 1,000 gallon tanks onsite.  This propane is supplied through an automatic fill-up procedure.  The successful bidder will be required to supply fuel in a manner that will ensure that the tank will not become empty.

Health Department 

Located at 157 Health Services Road, Sparta, NC.  The Health Department used approximately 2,441 gallons of propane.  There is one underground 1,000 gallon tank onsite.  This propane is supplied through an automatic fill-up procedure.  The successful bidder will be required to supply fuel in a manner that will ensure that the tank will not become empty.

Alleghany Group Homes 

Located at 133 Health Services Road, Sparta, NC.  The Group Homes used approximately 5,064 gallons of propane.  There is one underground 1,000 gallon tank onsite.  This propane is supplied through an automatic fill-up procedure.  The successful bidder will be required to supply fuel in a manner that will ensure that the tank will not become empty.

New River Cottage 

Located at 82 Davis Lane, Sparta, NC.  The Cottage used approximately 1,712 gallons of propane.  There is one underground 500 gallon tank onsite.  This propane is supplied through an automatic fill-up procedure.  The successful bidder will be required to supply fuel in a manner that will ensure that the tank will not become empty.

Law Enforcement Center 

Located at 40 Alleghany Street, Sparta, NC.  The Law Enforcement Center used approximately 5,015 gallons of propane.  There are two aboveground 1,000 gallon tanks onsite.  This propane is supplied through an automatic fill-up procedure.  The successful bidder will be required to supply fuel in a manner that will ensure that the tank will not become empty. 

Council on Aging 

Located at 85 East Whitehead Street, Sparta, NC.  The Council on Aging used approximately 16 gallons of propane.  There is one aboveground 120 gallon tank onsite.  This propane is supplied through an automatic fill-up procedure.  The successful bidder will be required to supply fuel in a manner that will ensure that the tank will not become empty. 

Animal Shelter 

Located at 2948 US Highway 21 North, Sparta, NC.  The Animal Shelter used approximately 275 gallons of propane.  There is one aboveground 120 gallon tank onsite.  This propane is supplied through an automatic fill-up procedure.  The successful bidder will be required to supply fuel in a manner that will ensure that the tank will not become empty.

Fairgrounds—Concession Stand 

Located at 1545 US Highway 21 North, Sparta, NC.  The Concession Stand used approximately 152 gallons of propane.  There is one aboveground 500 gallon tank onsite.  This propane is supplied through an automatic fill-up procedure.  The successful bidder will be required to supply fuel in a manner that will ensure that the tank will not become empty. 

Emerson Black Building 

Located at 29 Bledsoe Creek Road, Sparta, NC.  The Emerson Black Building used approximately 1,792 gallons of propane.  There are two aboveground 120 gallon tanks onsite.  This propane is supplied through an automatic fill-up procedure.  The successful bidder will be required to supply fuel in a manner that will ensure that the tank will not become empty.

Wilkes Community College 

Located at 115 Atwood Street, Sparta, NC.  The College used approximately 11,472 gallons of propane.  There are two aboveground 1,000 gallon tanks onsite.  This propane is supplied through an automatic fill-up procedure.  The successful bidder will be required to supply fuel in a manner that will ensure that the tank will not become empty.

EMS Building

Located at 40 Cox Street, Sparta, NC. The EMS Building used approximately 347 gallons of propane.  There are two aboveground 120 gallon tanks onsite.  This propane is supplied through an automatic fill-up procedure.  The successful bidder will be required to supply fuel in a manner that will ensure that the tank will not become empty.  There is an additional 1,000 gallon propane tank onsite for a backup generator and this tank will only be filled as needed on a will-call basis.

Maintenance Garage

Located at 37 Cox Street, Sparta, NC. The Maintenance Garage used approximately 561 gallons of propane. There is a single 250 gallon tank on site. This propane is supplied through an automatic fill-up procedure. The successful bidder will be required to supply fuel in a manner that will ensure that the tank will not become empty.

Duncan Recreation Center (Pool)

Located at 490 Trojan Avenue, Sparta, NC. The Pool used approximately 601 gallons of propane.  There are one aboveground 1,000 gallon tank onsite.  This propane is supplied through a will-call fill-up procedure.   

Request for Bids & Award Schedule:

 

Request Sent Out                                November 28, 2018

Request Deadline                                December 5, 2018 by 3:00pm

Request Opening                                December 5, 2018 at 3:01pm

Request Award                                   December 5, 2018

Beginning Contract Date                    December 5, 2018

Proposal Requirements 

  1. A detailed cost proposal. Please use Exhibit A to submit a propane proposal.
  2. Bids must be hand delivered to Alleghany County in a sealed envelope no later than 3pm on Wednesday, December 5, 2018 at which time they will be publicly opened. The bids will be received and opened in the Alleghany County Administration Office located at 348 South Main Street, LL80 in Sparta.  All bidders are invited to attend the opening.

Hand deliver bids to:

Administration Office

348 South Main Street, LL80

Sparta, NC 28675

Or Mail bids to:

Administration Office

PO Box 366

Sparta, NC 28675

(Please put “Propane Bid” clearly on the envelope)

Rights of Alleghany County

The County reserves the right to accept or reject any or all proposals or parts thereof. The County is not obligated for any costs incurred by any contractor in the preparation or submittal of a proposal. Alleghany County reserves the right to issue additional RFB’s.

 

 

Exhibit A

Propane Cost Proposal

 

Alleghany County is requesting the bids to reflect a commercial lock-in rate for the following specified time period: December 5, 2018 to December 6, 2019.  Please indicate your price per gallon for the following:

 

 

Lock-in Rate for All Accounts           ___________________

 

 

 

____________________________________                        ____________________

Contractor                                                                               Date

Name & Title

 

 

 

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