PROPOSAL DUE DATE: November 30, 2026
DESCRIPTION: Navajo Head Start Propane Services, LP Gas, and Safety Inspections.
CONTACT PERSON: Lavina Willie-Nez, Senior Contract Analyst
Phone: 928-357-6732
Email: lavinawillienez@nndode.org
RETURN PROPOSALS CLEARLY MARKED
BID # 26-09-4300SB - Provide LP Gas, Tank Safety Inspections, and Tank Installations
INCLUDE COMPANY NAME AND RETURN ADDRESS ON BID PACKAGE
PROPOSAL & BID SUBMITTAL DEADLINE AND RELEVANT INFORMATION:
All proposals and bids for delivery using UPS or Federal Express must be physically submitted to:
PHYSICAL ADDRESS: Navajo Head Start
47552 Hwy 264 Suite H
Window Rock, Arizona 86515
ATTN: Lavina Willie-Nez, Senior Contract Analyst
MAILING ADDRESS: Navajo Head Start
P.O. Box 3479
Window Rock, Arizona 86515
ATTN: Lavina Willie-Nez, Senior Contract Analyst
SECTION I
A. RESPONDENT REQUIREMENTS:
All respondents must have, as a minimum, the capabilities listed herein, and the bid proposals submitted must reflect in detail the inclusion of these services as well as the additional forms required in Section II. Respondents should also provide technical information on delivery of services required in this Request for Proposal (RFP).
The term of the contract will be three (3) years. Contract will be effective 03/01/27 - 02/28/30.
B. SCOPE OF WORK:
1. Provide qualified, certified personnel to provide LP gas deliveries.
2. All work is to be performed by trained personnel in accordance with current codes, laws, and regulations.
3. If the vendor selected is NOT the current propane provider or owns the tanks currently located at the NHs Centers, installation of new propane tanks will be required at all Centers listed.
4. Provide uninterruptible supply of LP Gas.
5. Some Centers will have 2 tanks which will require twice a month for deliveries --- Specifically during the Winter months.
6. Perform safety inspections on propane tanks and gas lines.
7. Provide and replace tank regulators, shutoff valves, and other required gas equipment and connections.
8. Reconnect and/or relight furnaces, stove ranges and other gas equipment as required.
9. Monitor gas level readings on tanks. If tanks have automatic tank readings, vendors will be required to automatically refill tanks when reading is at 30%.
10. Inspect and replace automatic tank reading gauges and/or replace with new equipment.
11. Vendor will be responsible for purging lines, making sure all pilot lights and automatic ignitors light properly.
12. Vendor will be responsible for performing yearly state inspections with the States Propane Safety Commission.
13. Vendors must comply with all local County, State and Federal Laws/Codes.
Services will be provided to 5 District offices and the Head Start Centers listed as follows (tanks generally 1000 gallons at listed sites):
DISTRICT OFFICES PROPANE TANKS
Shiprock, NM - District I 1000 gallons tank
Crownpoint, NM - District II 1000-gallon tank
Window Rock, AZ - District III
Chinle, AZ - District IV 1000-gallon tank
Tuba City, AZ - District V
Lists of specific Centers by district (examples include Newcomb, Red Mesa, Shiprock I & II, Upper Fruitland, Rock Point, Churchrock, Crownpoint I & II, Pinedale, Standing Rock, Cornfields, Ganado, Jeddito, Nahata Dziil, Sawmill, St. Michaels, Tohatchi, Twin Lakes, Crystal, Blue Gap, Chinle I & II, Del Muerto I & II, Lukachukai I & II, Many Farms I & II, Pinon, Tsaile, Whippoorwill, Cameron, Cowsprings, Dennehotso, Gap, Navajo Mountain, Oljato, Tonalea).
RFP Submittal Deadline:
All RFP's must be received/ mailed / or physically delivered by November 30, 2026, at 5:00 p.m. and must be mailed or physically delivered to:
Navajo Head Start
Attention: NHS Finance Section
Post Office Box 3479
Window Rock, Arizona 86515
Courier Service/Delivery to:
Navajo Head Start
Attention: NHS Finance Section
47552 Hwy 264 Suite H
Window Rock, AZ 86515
Required documents:
1. Navajo Nation Certification Regarding Debarment & Suspension (Attached)
2. Federal Form Tax W-9
3. Licensed, bonded, and current Certificate of Liability Insurance.
Proposal Format and Submission Requirements:
- Respondent(s) must indicate on the bid package envelope if they are priority one or two vendors with the Navajo Nation.
- All proposals must be typewritten on standard 8-1/2 x 11 paper and placed within a hard report cover (NO BINDERS) with tabs delineating each section. Larger paper permissible for charts/maps.
- An original RFP response and three (3) copies must be provided in a sealed envelope.
- The proposal must be organized and indexed in the specified format (Letter of Transmittal; Qualifications Statement; Proposal on Contract approach; Proposed Cost (sealed in separate envelope)).
- Letter of Transmittal must include company background, contact and negotiation authority, acceptance of procurement conditions, signature, and acknowledgement of amendments.
- Statement of qualifications: resume, years of experience with Navajo Nation or other government entities, three references with contact details, Certificate of Liability Insurance.
- Provide detailed contract approach, staffing, resumes and credentials for employees, and a detailed cost by category and grand total.
Other provisions summarized:
- Questions must be submitted in writing to Lavina Willie-Nez; questions accepted until 5:00 p.m. on November 23, 2026.
- Amended proposals may be submitted prior to the deadline and must replace previous submissions and be clearly identified.
- Late proposals will not be accepted.
- NHS reserves rights to reject any/all proposals or waive informalities, and to incorporate standard contract provisions. Award is contingent upon availability of funds. Proprietary information must be clearly labeled.
- Evaluation criteria and scoring (presentation, qualifications, technical requirements, project management, Navajo Nation vendor priority, cost).
