SON_1333MH19QNWWT0026.pdf

STATEMENT OF NEED

Helium to Las Vegas, NV

1. BACKGROUND

The National Weather Service (NWS) is a 24 hour, 365 day operation, and is a public safety agency. The primary mission of the NWS is the protection of life and property. The NWS in Las Vegas, Nevada launches weather balloons routinely twice a day at 3am and 3pm PST (4am and 4pm PDT). Each balloon requires approximately 75 cubic feet (CF) of helium. Instrumentation is attached to each balloon which provides measurements of temperature, humidity, wind speed and direction, and height. This data is transmitted worldwide and used to make weather forecasts out to 10 days.

2. OBJECTIVE

The objective of the NWS is to receive and keep on-hand an adequate supply of helium (between 1,050 and 3,600 CF) to perform the weather balloon launches on schedule.

3. SCOPE

The Contractor is responsible for supplying helium to the NWS office located at 7851 Dean Martin Drive, Las Vegas, Nevada 89139.

The total amount of helium to be delivered for the base period of this requirement is a minimum of 27,300 CF, up to a maximum of 31,800 CF, achieved with deliveries every other week of between 2,100 CF and 3,600 CF per delivery. There may be up to three additional unscheduled deliveries during the period.

The total amount of helium to be delivered for each option period 1 and option period 2 of this requirement is a minimum of 54,750 CF, up to a maximum of 63,750 CF, achieved with deliveries every other week of between 2,100 CF and 3,600 CF per delivery. There may be up to six additional unscheduled deliveries during each option period.

4. PERIOD OF PERFORMANCE

The base period of performance for this requirement is 6 months, beginning September 17, 2019 and ends no later than March 14, 2020, or when 31,800 CF has been used, whichever occurs first.

Option period 1 is twelve months, beginning no later than March 15, 2020 and ending no later than March 14, 2021, or when 63,750 CF has been used, whichever occurs first. This option may be exercised to begin prior to March 15, 2020, if the maximum of 31,800 CF from the base period is projected to be used up prior to March 15, 2020.

Option period 2 is twelve months, beginning no later than March 15, 2021 and ending no later than March 14, 2022, or when 63,750 CF has been used, whichever occurs first. This option may be exercised to begin prior to March 15, 2021, if the maximum of 63,750 CF from option period 1 is projected to be used up prior to March 15, 2021.

5. PLACE OF PERFORMANCE

All deliveries are to be made to the NWS office located at 7851 Dean Martin Drive, Las Vegas, Nevada 89139. The point of delivery is at the Upper Air Inflation building, located behind our locked gated fence;

just north of our office building.

6. REQUIREMENTS

Site Storage and Usage: This site will store up to 3,600 CF of helium at a time.

All helium must be provided in 6-packs as the facility is not arranged to safely allow for other configurations, such as individual cylinders. The Government has space at the delivery point to receive and store up to three 6-packs of helium at a time.

Usage and the correlated number of packs per delivery depends on how many cubic feet of helium is provided in each pack, and also has the potential to vary if we have to launch extra balloons. Over an average two week period, with no extra launches, we will use approximately 2,100 CF.

Initial Delivery: The contractor shall supply 3,600 CF of hydrogen on or shortly after September 17, 2019, with the actual delivery date coordinated with the Weather Forecast Office (WFO); see Points of Contacts in section 8, below.

Delivery Schedule: After the initial delivery, the National Weather Service will contact the Contractor when two 6-packs are empty, and request the pickup of the empty 6-packs and delivery of an identical number of full 6-packs of helium. The Contractor shall perform the pickup and delivery in the same trip and within two business days of being contacted. Actual helium usage and delivery frequency depends on how many cubic feet of helium are provided in each 6-pack, and also has the potential to vary if we have to launch extra balloons. But, at 1,200 CF per six-pack, and no extra launches, we will need deliveries roughly twice a month (between 4,200 CF and 5,100 CF used per month).

Balloon launches occur twice a day, every day of the year, regardless of holidays. Therefore, the delivery schedule needs to be maintained regardless of holidays. If a holiday falls on a scheduled delivery day and the Contractor is not able to complete a regularly scheduled delivery, the Contractor shall make arrangements in advance for an alternate delivery date. The Contractor will contact the NWS office if a delivery is going to be delayed for any other reason.

In the event of a helium shortage by the Contractor or their supplier, the Contractor is responsible for communicating the shortage to the NWS as soon as possible, but no less than two days prior to the next scheduled delivery. If the Contractor is unable to find a reasonable supply in time to fill the requirement, the NWS reserves the right to purchase helium from another supplier outside of this contract.

Performing Deliveries: The Contractor shall contact NWS personnel at this location when arriving for a delivery. A loading and unloading area is available at this location such that a 6-pack can be rolled from a truck lift gate to its delivery point.

The Contractor shall ensure the packs are securely strapped to the stand at delivery and placed in an orderly/neat and clean fashion. The Contractor shall perform the deliveries in such a manner that there will be minimal interruption to or interference with the normal operation of Government business on the premises.

Evidence of Delivery: The Driver shall provide evidence of delivery by way of receipt signed by an NWS representative at the time of delivery. A copy of the signed receipt shall be left with the NWS representative, and a copy shall also be attached to the associated invoice when mailed.

Compliance: If any of the deliveries do not conform to contract requirements (i.e. a delivery results in less than full replenishment of helium within the time specified, or in unsafe conditions on site, etc.), the Government reserves the right to require the Contractor to bring the delivery into conformity with contract requirements, at no increase in contract amount (i.e. without additional delivery charges).

Transition Period: If this contract is awarded to other than the incumbent Contractor, then prior to the first day of the contract, the new Contractor and one of the agency points of contact, listed in section 8 below, shall coordinate the initial delivery to coincide with the pickup of cylinders by the former contractor.

Likewise, upon completion of this contract, if the new follow-on contract is awarded to other than the current Contractor, the current Contractor shall participate in the transition coordination efforts in order to minimize the risk of a missed balloon launch due to the helium being unavailable at the launch site. The end-of-contract transition period may include a lighter delivery in the final weeks of the contract.

7. SAFETY AND SECURITY

All rules concerning safety, not smoking and the security of the property must be observed at all times.

Safety Data Sheets (SDS) must be provided by the Contractor to the MIC or ASA at each office, where the information will be kept on file in accordance with applicable guidelines of the OSHA Hazard Communications Standard. Requirements pertaining to recordkeeping will be strictly followed, with copy(s) provided to MIC as necessary and upon request.

8. POINTS OF CONTACT

The Government contacts at the NWS office in Las Vegas, NV are:

Meteorologist In Charge (MIC) – Todd Lericos, 702-263-9744 x 222, todd.lericos@noaa.gov Administrative Support Assistant – Frank Dunn, 702-263-9744 x221, frank.dunn@noaa.gov

9. INVOICING

The Contractor will invoice on a monthly basis in arrears for that month’s hydrogen deliveries and related surcharges (i.e. cylinder rental fee, etc.). Invoices shall be provided within 30 days of the end of the billing period. The invoice must include the following items:

a. Name and address of the contractor, which must be the same as that on the Purchase Order

b. Invoice date and invoice number

c. Purchase Order number and associated line item number from the Purchase Order

d. Description, quantity, unit of measure, unit price and extended price of supplies delivered, and date of delivery

e. Evidence of delivery by way of receipt signed by NWS representative at the time of delivery

f. Name (where practicable), title, phone number, and mailing address of person to notify in the event of a defective invoice (a defective invoice is one that does not meet all the above requirements)

The invoices shall be sent to the following address:

National Weather Service Attn: ASA 7851 Dean Martin Drive Las Vegas, NV 89139

If the Contractor wishes to send invoices by email, they must first receive approval by the Meteorologist in Charge (MIC) listed in section 8, above. If approved, the invoices must be sent to at least two NWS representatives specified by the MIC.