Notice to Bidders ? Propane Supply for Greene County Government locations

Sealed bids for supplying Propane for the period September 1, 2025 to August 31, 2026 to several locations in Greene County Government will be received by the Greene County Legislature until 1:30 pm on Wednesday July 2, 2025 at which time bids will be opened and publicly read.

All bids shall be contained in sealed envelopes, distinctly marked “PROPANE BID” and addressed to:

Acting Clerk of the Greene County Legislature

411 Main Street, Suite 408

Catskill, NY 12414

Bids shall be submitted on the official bid form available here or from the Office of the Acting Clerk at the above address accompanied by the Statement of Service, Certificate of Non-Collusion, Bidders and Vendors Acknowledgement, Greene County Title VI – Notice to the Public and, if required Authorization to Bid.

Greene County reserves the right to reject any and/or all bids.

TAMMY L. SCIAVILLO

Acting Clerk

Greene County Legislature

Bids are invited for the sale and delivery of propane to various locations in Greene County for a one-year period, from September 1, 2025 to August 31, 2026.  A list of the sites for propane delivery is included on the Official Bid Form.  Sealed bids should be forwarded as indicated in NOTICE TO BIDDERS.

1. Propane supplied under the terms of the bid award contract shall be of a quality designed to burn properly. It shall be sufficiently free of dirt or sediment to ensure freedom from clogging lines, burners and burner nozzles, and shall contain no chemicals liable to corrode metal parts.
2. Pursuant to Section 100 of the New York State General Municipal Law and Section 408-a of the New York State County Law, the County is authorizing any political subdivision, fire company or district located in whole or in part within Greene County to participate in contracts entered into by the County for the purchase of propane. These purchases would be made directly by the towns, villages or fire districts, from the winning bidder.
3. The successful bidder must have a source of supply directly from a reputable supplier and shall indicate said source on the Official Bid Form.
4. The bid price for propane specified shall be the net cost per gallon to the County, including delivery into the County’s storage tanks. The submitted bid price shall be firm and not thereafter increased for claimed late payment or other addition.
5. All propane shall be delivered by automatic delivery. The County reserves the right to impose a $150 a day penalty for every day a location runs out of propane.  Delivery will be required to be made to all County locations between the hours of 8:00 a.m. and 4:00 p.m., Monday through Friday, unless otherwise specified by the County.  The amount of propane delivered must be determined by meter at the time of delivery.
6. It is to be understood by the bidder that all quantities may be either increased or decreased at the discretion of the County according to need.
7. The successful bidder shall be responsible for all damage caused by over-filling the tanks, leaking lines, loose connections, delivery to the wrong buildings, or any other damage caused by the bidder’s equipment.
8. Invoices for payment for propane delivered must be submitted upon the successful bidder’s itemized billing form and be supported by delivery slips.
9. Bidders are expected to make an on-site inspection of each location where propane is to be delivered in order to acquaint themselves with the area and what is necessary to accomplish access to the tanks and the length of hose required to reach.
10. Under the provisions of Section 103-d of the General Municipal Law, all bids submitted to a political subdivision of the State of New York must contain a Non-Collusive Bidding Certification. This Certification must be completed on the proper form contained herein and must accompany the bid when submitted.
11. Bidders shall submit a statement indicating the ability to provide adequate routine and emergency service on the propane equipment. The obligation to provide prompt and adequate service to the propane equipment on a time and material charge basis shall fall upon the successful bidder, and the facilities and ability to provide such services are required.  Annual cleaning of equipment shall be accomplished at the beginning of the heating season.
12. Bidders may bid on any one or more of the specified locations indicated on the attached Official Bid Forms.
13. The successful bidder shall provide insurance in the amount of one million per occurrence / three million in the aggregate with Greene County named as the insured on a non-contributory basis with a waiver of subrogation.
14. There is no requirement to supply propane tanks, as they are owned by the County of Greene.
15. There are two official bid forms attached: one is for bidding a fixed price for the entire contract period; the other is for bidding a variable price.  Bidders may submit a fixed price, a variable price, or both.
16. The variable bid price for propane specified shall be the net cost per gallon to the County, including delivery into the County’s storage tanks and shall be based on the Journal of Commerce Oil Price Daily under the heading of Propane – Selkirk, New York posted on Wednesday June 25, 2025. The bid price shall be subject to increase or decrease during the contract period corresponding with the changes in the reseller’s posted tank car price at Selkirk, New York as published in the Journal of Commerce for the date of delivery.  The submitted bid price shall be firm and not thereafter increased for claimed late payment or other addition.

Locations & Bid Form