Propane Fuel Bid

The Town of Hancock invites interested vendors to submit a bid on a fixed price agreement for municipal propane and heating fuel requirements for the upcoming 2023/2024 winter season. Estimated (non-guaranteed) totals for the 2023/2024period are as follows: Town Office: 350 gallons Meeting House: 750 gallons Meeting House (church tank) 750 gallons Highway Garage: 1,300 gallons Fire Station: 1,200 gallons Highway Garage Oil: 700 Gallons Average Estimated propane - 5,000 Gallons Specifications as to location (for delivery and billing) and tank capacity are attached. The Town will pay for all propane received within 30 days upon invoice after delivery. This contract will NOT include any pre-payment obligations on the part of the Town nor will the Town be required to pre-pay for their estimated propane commitment. The Town of Hancock reserves the right to accept or reject any bid for any reason, or no reason, without recourse by any Bidder and to award a contract to any Bidder on any basis which the Board of Selectmen, in its sole and absolute discretion, determines to be in the best interest of the Town. Pricing may also be extended to the Town of Hancock Library if the Department head at the library chooses to contract with awarded bidder. Successful Bidder must guarantee the sale of propane and heating fuels at the quoted fixed price per gallon beginning August 1st, 2023 All billing and arrangements for deliveries will be done through each Department as listed. The successful bidder will be required to ensure 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 successful bidder shall locate and set propane tanks at all locations in the Town of Hancock at no cost to the Town at the inception of the contract term. The new vendor shall disconnect the tanks of the former vendor. Within ten (10) days of the awarding of the contract, the selected vendor shall examine all locations and report to the Town of Hancock the amount of propane in each tank. The selected vendor shall cooperate with the previous vendor for the transition of the propane tanks in accordance with industry standards. As an alternative, the selected vendor may, within thirty (30) days of the award, negotiate with the previous vendor for the transfer of ownership of the propane tanks. No vendor shall fill tanks not owned by the vendor, except upon written permission of the Town of Hancock. The selected vendor shall remove all propane tanks within thirty (30) days of the termination and/or expiration of the contract term at no cost to the Town of Hancock. Upon picking up the tanks, the vendor relinquishing the location shall weigh the tanks and credit the Town of Hancock on the last invoice for any unused propane gas left in the tank at the time of pick up. As an alternative, the selected vendor may transfer ownership of the tanks to the subsequent vendor selected for a successor term within thirty (30) days of the termination or expiration of the contract term. The credit procedure shall not apply to propane product in the tanks where ownership is transferred to a subsequent vendor or the Town of Hancock. Failure of the selected vendor to remove one or more tanks or transfer ownership within thirty (30) days after the termination and/or expiration of the contract terms shall automatically transfer ownership of the tanks to the Town of Hancock free and clear of any interest of the selected vendor and its creditors. The selected vendor shall hold harmless the Town of Hancock for damages resulting from the failure to install or remove propane tanks. The selected vendor shall use every precaution to prevent injury to Town and private property in the vicinity of the propane tanks. The vendor shall be responsible for all damage and injury to persons and/or property during the execution of the work resulting from any act, omission, neglect, and/or misconduct in the manner or method of performing the work. The vendor shall indemnify, defend, and hold harmless the Town of Hancock, its agents and assigns from any liability, damage, claims, penalties, and/or regulatory agency fines that may arise. The vendor shall promptly restore to the satisfaction of the Town, at the vendor's expense, any property that may be damaged during this contract. The selected vendor shall be required to obtain Comprehensive Liability Insurance in the amount of $2,000,000; Automobile Liability Insurance in the amount of $1,000,000; and Worker's Compensation per NH law, naming the Town of Hancock as an additional insured/certificate holder and submit certificate of insurance prior to August 1st. Bidder agrees to sell Heating oil at a fixed price of _ per gallon for the period of August 1st, 2023 through July 31, 2024.

Division 01 -	General Requirements.
Division 10 -	Specialties.
Division 11 -	Equipment.