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Board reviews $147,000 propane‑tank RFP and directs staff to pursue procurement options
Summary
Staff briefed the Board on a single bid (Elite Power Inc.) to remove and install county propane tanks at $147,312.15 and on ongoing reliance on AmeriGas for fills; Board directed staff to return with funding sources and options to buy vs. lease and to pursue competitive bids for refilling services.
County procurement and facilities staff reported on an IFB issued to replace leased propane tanks with county‑owned tanks and to diversify fuel suppliers. The IFB produced one responsive bid — Elite Power Inc. (Delaplane, VA) — at $147,312.15 for tank purchase/installation; the bid includes one initial fill for installed tanks.
Staff summarized FY24‑25 propane usage (15,633 gallons) and cited lease fees paid to AmeriGas; board members questioned price volatility in per‑gallon charges (examples given of $3.30 and $6.25 per gallon on different dates) and discussed whether buying tanks and selecting suppliers would improve pricing and control. Staff noted AmeriGas inspects tanks before filling and that some refilling restrictions exist if the company owns the tank; the county’s next step would be to run refills and then solicit suppliers for ongoing service.
Several supervisors recommended shopping the services and exploring downsizing tank capacity where usage is low; the Board asked staff to return to the next meeting with a breakdown of funding sources and options to proceed with tank replacements and future fuel procurement. No final procurement decision was made at this meeting.
