Propane RFP draws no compliant bids; administration to redline specifications and rebid

District transportation staff told the board that a request for proposals for propane services returned no timely, compliant bids.

Background: the district’s current supplier, Moore Propane, had a contract through June 30 and responded with reasons it did not submit a bid. Moore cited added bid packet complexity that increased costs for a single‑customer supplier, including a bid security requirement (approximately $11,000), higher insurance requirements, and language on performance and payment bonds that it said were not appropriate for the vendor’s operational model.

Procurement questions: administration said the new RFP language came from the district’s solicitor who updated a standard template; staff and at least one bidder told the district that several items (performance bonds, contractor clearances and increased insurance) should have been marked “not applicable” for this particular commodity contract. Four suppliers requested the packet; none submitted bids by the deadline. Moore Propane provided written reasons and contact details and administration said it would provide those materials to legal counsel.

Next steps: the transportation director recommended extending the current Moore Propane contract for one year while the RFP is redrafted. Board members asked administration to work with the solicitor to remove or mark non‑applicable requirements and rebid; staff agreed to do so and to forward Moore’s comments to counsel. No formal procurement action was taken at the meeting; administration will return with a revised RFP and timeline.