68--Propane Supply & Delivery at Northern Cheyenne Age

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products and services, specifically for Propane Supply and Delivery at the Northern Cheyenne Agency, MT. The government is procuring propane on an "as-needed" basis.

• Supply and delivery of propane.

• Deliveries are to be made on an "as-needed" basis with a 48-hour delivery timeframe after receipt of orders.

• The estimated total quantity required is 19,200 gallons, but this is an estimate and does not obligate the government to purchase this amount.

• Specific locations and tank sizes are detailed in the attached Statement of Work (SOW).

• Award Type: Firm-Fixed-Price (FFP) Purchase Order.

• Period of Performance: From date of award through 9/30/2026.

• FOB Destination.

• Submission Deadline: Monday, 4/27/26, 9:00 AM Pacific.

• Submission Method: Via email to jodi.zachary@bia.gov with the subject line: "Company Name Quote in Response to 140A0426Q0008, Propane".

• Quote Validity: Minimum of 30 calendar days after the due date.

• Evaluation Criteria: Quotes will be evaluated based on the lowest-priced, technically acceptable offer. Only the lowest-priced offer will be reviewed for technical acceptability. Technically unacceptable quotes will not be considered for award, regardless of price.

• Price Evaluation: Assesses realism, reasonableness, and completeness of the price.

• Technical Evaluation: Assesses "acceptable" or "unacceptable" based on the ability to meet as-needed basis and 48hr delivery timeframe.

• This acquisition is set aside 100% for Indian Small Business Economic Enterprises (ISBEEs).

• Offerors must represent whether they meet the definition of an Indian Economic Enterprise (IEE).

• Offerors must have an active SAM.gov profile.

• All requirements specified in the solicitation are mandatory.

• The quote must be valid for a minimum of 30 calendar days.

• The government reserves the right to request additional information after receipt of quotes.

• Failure to submit all requested information may lead to rejection of the quote.

Statement of Work (SOW) / Performance Work Statement (PWS)

The Bureau of Indian Affairs (BIA), Northern Cheyenne Agency requires recurring propane delivery services to BIA-owned facilities in Lame Deer, MT, and Busby, MT.

• Provide all labor, equipment, materials, supplies, transportation, fuel, tools, supervision, and other services necessary for the purchase and delivery of liquefied petroleum (LP) Gas (propane) to designated storage tanks.

• Deliveries must comply with applicable regulations for property and environmental protection.

• Deliveries will be requested on an as-needed basis, preferably during normal working hours (Monday-Friday, 8:00 am - 4:30 pm), excluding holidays or when government facilities are closed.

• Deliveries must be made to agency locations within 48 hours of request.

• Estimated requirement: 19,200 gallons over the performance period (date of award through 9/30/2026). This is an estimate and does not obligate the government to purchase this amount.

• The supplier must provide constant surveillance during delivery with an attendant at the point of transfer.

• Location 1: Juvenile Detention Center (Busby, MT) - (1) 18,000-gallon LP tank

• Location 2: Forestry Bldg. 131 (Lame Deer, MT) - (1) 1000-gallon LP tank

• Location 3: Facility Bldg. 143 (Lame Deer, MT) - (2) 1000-gallon LP tanks

• Location 4: Fire Bldg. 544 (Lame Deer, MT) - (1) 1000-gallon LP tank

• Location 5: OJS Admin Bldg. 119 (Lame Deer, MT) - (1) 1000-gallon LP tank

• Location 6: Adult Detention 120 (Lame Deer, MT) - (1) 1000-gallon LP tank

• Spillage: Accidental release or spillage during delivery is the supplier's responsibility for all cleanup and disposal costs. The Department of Environmental Protection (DEP) must be notified immediately. Cleanup must comply with state and federal regulations.

• Reporting: The supplier shall provide the government POC a monthly report of all delivered propane and pending orders.

• Deliveries requested from date of award through 9/30/2026.

• Locations: Lame Deer, MT and Busby, MT.

• All work must comply with Federal, Tribal, State, and Local laws, and industry standards related to environmental protection, occupational safety, fuel handling, and delivery regulations.

• The contractor must hold a current license for the State of Montana and use competent personnel.

• Propane must be transported in safe vehicles designed for propane, within legal weight limits.

• The contractor must ensure sufficient backup equipment to avoid interruption of services due to mechanical failure.

• A delivery ticket and Liquid Propane (LP) Gas MSDS data sheet must be provided by the contractor upon acceptance of services.

Form / Attachment / Pricing Sheet

This document is the "Indian Owned Economic Enterprise Representation" form, dated July 2013. It serves as a self-certification for offerors to confirm they meet the definition of an "Indian Owned Economic Enterprise" as defined in 1480.201, in accordance with the Buy-Indian Act (25 USC 47).

• The form requires the offeror to represent whether they meet the definition of an Indian economic enterprise.
• It specifies that the enterprise must meet this definition at the time of offer, contract award, and throughout the contract performance period.
• It includes a warning that false or misleading information is a violation of law and subject to penalties.
• Fields are provided for Solicitation/Contract No., Project No./Project Title, Date, Business Name, Certifying Signature, SAM UEI No., and Print Name.

Bidders responding to solicitations that require this representation must complete and submit this form. It is crucial for determining eligibility for contracts set-aside under the Buy-Indian Act. Failure to meet the criteria or provide accurate information can lead to penalties.