Propane Supply and Supporting Infrastructure (LPG for Public Transit Fleets) RFP 2026-11-001

Ref. #: Luzerne County Transportation Authority, PA
GENERAL SPECIFICATIONS • The Luzerne County Transportation Authority (LCTA) is seeking a qualified vendor of ASTM D1835 HD-5 propane to install a propane auto gas dispensing station, supporting infrastructure and supply propane fuel to LCTA’s public transit facility located at 300 South Pennsylvania Ave., Wilkes-Barre, PA.
• During the first year of this station lease agreement, LCTA will be fueling twenty-one (21) propane Ford E-450 cutaways. The station must be tested and fully commissioned for use by July 2027. • The fueling system shall support a start-up minimum of 21 propane vehicles initially and be scalable up to 60 vehicles without replacement of major infrastructure components. The number of propane vans is expected to increase in year two and beyond and is determined solely at LCTA’s discretion pending actual savings realized by switching to propane from gasoline. The maximum capacity over the useful life of the fueling facility could reach to sixty (60) vans. • LCTA's unleaded gas usage is currently estimated at five thousand (5,000) gallons per vehicle, per year. • The suggested infrastructure necessary for LCTA to support our initial entry into using propane fueling for a fleet of Ford E-450 cutaways is: a minimum of two (2) 1,990 gallon tanks and two (2) dispensers (with room for expansion). • LCTA uses Gasboy, along with the FASTER web system; the supplier must be able to work with FASTER to export fuel data to LCTA that is compatible with FASTER web. • The winning proposer for any and all portions of this award is expected to include a decommissioning plan for the end of the contract term in the event that proposer is not successful in future Requests for Proposals. • Proposers must use the pricing sheet included in this RFP's files, to separate and itemize their two specific proposals, one for supply and one for station infrastructure. • Each proposer is responsible for all costs of preparing the proposal. LCTA has sole discretion to award to a single proposer, separate proposers, or no proposer.
REFERENCE MATERIALS • Find out more about LCTA at www.lctabus.com • A site plan of LCTA’s facility is available upon request by messaging LCTA through PennBid. For security reasons, site plans must be requested and will not be automatically sent to all proposers. • Propane Autogas Dispenser Specifications as outlined by the Propane Education and Research Council: https://propane.com/resource-catalog/resources/dispenser-spec-sheet
TERMS AND PROPOSAL SCHEDULE • LCTA reserves the right to award this contract to one or more vendors. LCTA also reserves the right to reject all bids.
• Chosen Vendor will be responsible for obtaining all permitting and approvals, and for proper installation and maintenance of the station, including any facility concrete pad installation and electrification of the refueling facility in accordance with required laws and regulations. LCTA will be responsible financially for the concrete pad, safety bollards and electrification of the fueling facility.
• The installed fueling equipment and supporting facility must comply with the Propane Autogas Dispenser Specifications as outlined by the Propane Education and Research Council.
• Your bid must itemize the pricing for the site improvements (concrete pad, lighting and all underlying installation) separately from the fueling service contract.
• A mandatory tour of the site location will be held on Monday, November 16, 1 p.m. at 300 South Pennsylvania Ave., Wilkes-Barre, PA. Questions will only be accepted via the PennBid system until 5 p.m., Monday, November 23rd. Answers will be provided via PennBid by Monday, November 30th to all who take the full specifications and bidding documents.
• Bids must be submitted to LCTA by 5 p.m., Friday, December 11, 2026, via PennBid. Award of contract is expected to occur by January 26, 2027 at the January Board meeting of LCTA’s Board of Directors.
Event Date & Time Mandatory Site Visit / Facility Tour Monday, November 16, 2026, 1:00 PM Site Visit Location 300 South Pennsylvania Avenue, Wilkes-Barre, PA Deadline for Questions via PennBid Monday, November 23, 2026, 5:00 PM Responses to Questions Issued via PennBid Monday, November 30, 2026 Proposal Submission Deadline Friday, December 11, 2026, 5:00 PM Anticipated Contract Award Tuesday, January 26, 2027
SUPPLIER QUALIFICATIONS • Supplier must have a technician located in close proximity to fulfill the specifications of this RFP and be fully trained and authorized by Ford QVM gaseous fuels technology developer to diagnose and repair the dedicated fuel system technology. This includes stocking recommended service components from the Ford QVM gaseous fuels propane technology developer.
• Supplier must acquire all permits and certifications required by the local government agencies (including municipalities or county agencies as may be required).
• Supplier must employ a fuel system technician within the region, available 24 hours a day, 7 days a week, for emergency dispensing equipment service.
• Supplier must provide priority response (within 2 hours) in the event of an equipment failure.
• All propane supplied under this Contract shall comply with ASTM D1835 HD-5 Propane specifications and all applicable federal, state, and local requirements.
• Supplier will provide priority on road, run-out service.
• Supplier will provide monthly statement billing with minimum 30-day term.
• Supplier will stock a backup pump, whichever is applicable, for repairs should a pump fail.
• Supplier will conduct monthly safety inspections of the equipment and provide documentation at Zero Cost to LCTA.
• Supplier will conduct a Zero Cost monthly maintenance including greasing the pumps and cleaning and lubricating the handles. Supplier must submit a completed checklist to LCTA’s Maintenance Director when the monthly maintenance is fulfilled.
• Supplier will conduct as needed training of LCTA personnel as required by NFPA 58.
• Supplier must have 24 hours emergency delivery and service available.
• Telemetry units must be installed on all fueling stations by the supplier to ensure deliveries are made in a timely and efficient fashion. Supplier will be responsible for ensuring LCTA has sufficient HD-5 auto gas supplies during inclement weather events.
• Supplier must have a minimum of five (5) years of auto gas experience and currently serve a minimum of two hundred (200) auto gas vehicles.
• Supplier must also currently serve companies within the State of Pennsylvania and bordering regions and provide those contacts to LCTA to be used as references. Experience providing propane fueling infrastructure and fuel services to public sector, government, transit, or school fleet operations will be considered relevant experience.
INVENTORY AND RESPONSIVENESS • Tank levels shall not fall below twenty percent (20%) capacity.
• Emergency Response (i.e.- system inoperable or environmental level hazard or spill event): Contractor shall respond within a two (2) to four (4) hour window. • Routine Service (i.e.- tank refilling): Contractor shall respond within one (1) business day.
• Preventive Maintenance (i.e.-quarterly maintenance): Contractor shall perform maintenance in accordance with manufacturer recommendations.
PRICING LCTA requires a firm fixed price per gallon for the two-year base term. Bidders shall submit a single, all-inclusive firm fixed price per gallon for each contract period on the attached Proposal Bid Form. Floating index-based pricing, variable differentials, or market adjustments will not be accepted for the base two-year term. Pricing for the optional third year, if exercised by LCTA, shall be negotiated in good faith between LCTA and the Contractor prior to execution of the renewal option. LCTA is under no obligation to exercise the option year, and all renewal terms shall be subject to mutual agreement. Floating index-based pricing, variable differentials, or market adjustments will not be accepted for the option third-year term.
Bidders must use the following published index: OPIS Mont Belvieu Propane Daily Average
EVALUATION CRITERIA Award will be made to the responsible proposer whose proposal is determined to provide the best value to LCTA considering price, qualifications, experience, technical approach, and past performance.
Price: 35 Points Technical Approach: 25 Points Relevant Experience: 20 Points References and Past Performance: 10 Points Local Service Capability: 10 Points Total: 100 Points

ASSIGNABILITY CLAUSE The Monroe County Transportation Authority (MCTA, dba Pocono Pony) located at: 134 MCTA Dr, Swiftwater, PA 18370, shall have the option of participating in any award made for the purchase of goods and services as a result of this solicitation at the same prices, terms and conditions. LCTA reserves the right to assign all or any portion of the goods and services awarded under this contract to MCTA. This assignment, should it occur, shall be agreed to by LCTA, the Contractor, and the additional party. Once assigned, the MCTA will enter into its own contract and be solely responsible to the Contractor for obligations related to the goods and services assigned. MCTA’s right of assignment will remain in force over the contract term as defined or until completion of the contract, whichever occurs first. LCTA shall incur no financial responsibility in connection with the contract issued by the MCTA as an alternate public agency. MCTA shall accept sole responsibility for placing orders or making payments to the Contractor.
INSURANCE The successful bidder will be required to furnish LCTA with evidence that the bidder has in effect Workers Compensation Insurance coverage for a minimum amount of one million dollars (1,000,000.00), General liability coverage for a minimum amount of one million dollars ($1,000,000), Auto Liability for a minimum amount of one million dollars ($1,000,000) and Pollution or Environmental Impairment for a minimum amount of one million dollars ($1,000,000). All insurance policies carried by the successful bidder with respect to this contract shall: (i) be issued in forms reasonably acceptable to LCTA by good and solvent insurance companies qualified and/or otherwise permitted to do business in the State of Pennsylvania; (ii) be written as primary policy coverage and not contributing either to or in excess of any coverage; (iii) contain a provision that the insurer will not cancel or refuse to renew the policy, or change in any material way the nature or extent of the coverage provided by such policy without first giving LCTA thirty (30) days' prior written notice; and (iv) contain an express waiver of any right of subrogation by the insurance company against LCTA.
CONTRACT TERM AND RENEWAL OPTIONS BASE CONTRACT TERM The contract resulting from this Request for Proposals (RFP) shall be for a base period of two (2) years (twenty-four [24] consecutive months), commencing on July 1, 2027 and terminating on June 30, 2029, unless earlier terminated, or extended as provided herein.
OPTION TO EXTEND (ONE-YEAR EXTENSION) a. Option Period: LCTA reserves the sole and exclusive right, at its option, to extend the contract for one (1) additional one-year period (twelve [12] consecutive months), extending the term through June 30, 2030. b. Exercise of Option: LCTA will provide written notice of its intent to exercise the option period no later than ninety (90) calendar days prior to the expiration of the initial base term. c. Unilateral Right: Exercise of the option year is at the sole discretion of LCTA and is not automatic. The contractor is obligated to perform the option period if exercised and agreed upon by LCTA.
PRICING DURING OPTION PERIOD a. Option Year Fuel Pricing: Bidders shall submit firm fixed per-gallon pricing for both Year 1 and Year 2 (Base Term). Year 3 will be negotiated prior to executing the renewal option. b. Fee Guarantee: All itemized equipment lease, storage tank, delivery, hazmat, and ancillary fees submitted in the original proposal shall remain firm and locked for the entire duration of the Base Term and any exercised Option Year.
CONTINUITY OF SERVICES In the event a new contract has not been awarded prior to the expiration of the Base Term or Option Year, LCTA reserves the right to extend the existing contract on a month-to-month basis for up to ninety (90) calendar days at the prevailing contract rates to ensure uninterrupted transit operations.
BEST AND FINAL OFFER (BAFO) Bidders are encouraged to make their proposal their best and final offer. This will help avoid administrative burden and renegotiation, which can delay the procurement process.