2_Statement_of_Work.pdf

Bureau of Indian Affairs Cheyenne River Agency

Propane Supply & Delivery

STATEMENT OF WORK

DESCRIPTION OF WORK

The scope of work is to provide liquid propane for the Bureau of Indian Affairs (BIA), Cheyenne River Agency in Eagle Butte, South Dakota. Delivery requests will be made on an as needed basis. Preferable delivery time will be during normal working hours, Monday through Friday, 8:00 am MST to 5:00 pm MST (except holidays). A list of all Federal holidays for each calendar year is available at https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=Overview. A delivery order will be emailed to the vendor for each order. The vendor shall provide all labor, material, equipment, and transportation necessary for delivery of propane in accordance with all federal, state, and local regulations and this statement of work

(SOW).

SCOPE OF WORK

The vendor shall deliver propane to all Cheyenne River Agency buildings and Law Enforcement Center locations listed below. Deliveries shall be completed within 72 hours of delivery order being issued. The propane must be liquid propane that meets all standards of federal, state, and local regulations. The vendor shall provide all supplies, labor, materials, services, and equipment necessary in the performance of this contract, including the following:

a. Propane deliveries as needed upon request, within 72 hours of delivery order

b. Trucks

c. Drivers

This is an Indefinite Delivery Requirements type contract for the supplies and services specified in this SOW. The total estimated quantity for the period of performance is 41,400 gallons of propane. This estimate is not a representation to the vendor that the estimated quantity will be required or ordered, or that conditions affecting requirements will be stable or normal.

Delivery or performance shall be made only as authorized by orders issued in accordance with the terms of the contract. The Contracting Officer will issue individual delivery orders against the contract, as needed. Separate deliveries may be required throughout the period of performance of the contract and individual delivery order.

Equipment and Locations

The vendor shall deliver propane on an as needed basis to the following locations:

Facility Management – Building No. 2009, D. Street, Eagle Butte, South Dakota 57625 – 1,000 Gallon Tank https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=Overview https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=Overview

Land Operations/Engine Program – Building No. 2010 D. Street, Eagle Butte, South Dakota 57625– 1,000 Gallon Tank

Roads Department – Building No. 2011 D. Street, Eagle Butte, South Dakota 57625 – East Tank

– 1,000 Gallons and West Tank – 1,000 Gallons

Law Enforcement Center – Building No. 2105 D. Street, Eagle Butte, South Dakota 57625 – 22,000 Gallon Tank

Law Enforcement Generator – Building No. 2105 D. Street, Eagle Butte, South Dakota 57625 – 1,000 Gallon Tank

Period of Performance

The period of performance shall begin the day after the award date through September 30, 2025.

Deliveries will be approximately every two weeks; however, this schedule may vary based on the weather conditions and temperatures.

Deliverable Plan

The vendor will be notified in advance to deliver Liquid Propane (LP) to the listed buildings.

The deliveries and estimated gallons are as follows:

Facility Management – Building No. 2009 – December 2024 – 900 gallons, January 2025 – 900 gallons, and March 2025 – 900 gallons

Land Operations/Engine Program – Building No. 2011 – December 2024 – 900 gallons, January 2025 – 900 gallons, and March 2025 – 900 gallons

Roads Department – Building No. 2011 East – December 2024 – 900 gallons, January 2025 – 900 gallons, and March 2025 – 900 gallons

Roads Department – Building No. 2011 West – December 2024 – 900 gallons, January 2025 – 900 gallons, and March 2025 – 900 gallons

Law Enforcement Center – Building No. 2105 – December 2024 – 10,000 gallons, February 2025 – 10,000 gallons, and April 2025 10,000 gallons. Agency will order when tank is down to 40 percent.

Law Enforcement Center Generator – Building No. 2105 – December 2024 – 200 gallons, February 2025 – 200 gallons, March 2025 – 200 Gallons

Deliveries may be required in August and September if there are funds remaining on the last delivery order.

These deliveries are subject to change depending on the weather and temperatures.

Point of Contacts

Agency Point of Contacts (POC)

Arliss Moran, Supervisory Facility Operations Specialist, arliss.moran@bia.gov, (605) 964-4359 Office, (605) 365-6154 Cell

Donel Newbrough, Purchasing Agent, donel.newbrough@bia.gov, (605) 964-4444

Contracting Officer (CO)

Madisen Bourland, Contract Specialist, Madisen.Bourland@bia.gov, (605) 301-0995

Inspection and Acceptance

Inspection and acceptance of services shall be performed by the Agency POCs.

Correspondence

The vendor shall assign a main POC and alternate POC for communication with government officials and for coordination of services. Within seven (7) days of the contract award date, the vendor shall provide the employees’ name, telephone number, cellular phone number, fax number, email address, and office address.

To promote timely and effective administration, correspondence shall be subject to the following procedures:

Technical correspondence where technical issues relate to compliance with the requirements herein shall be addressed to the Agency POC with an information copy (Cc) to the Contracting Officer.

All other correspondence, including invoices, that which proposes or otherwise involves waivers, deviations, or modifications to the requirements, terms, or conditions of this SOW shall be addressed to the Contracting Officer with an information copy (Cc) to the Agency POC.

Non-payment for Unauthorized Work

No payments will be made for any unauthorized supplies or services or for any unauthorized changes to the work specified herein. This includes any services performed by the vendor of their own volition or at the request of an individual other than a duly appointed Contracting Officer.

Only a duly appointed Contracting Officer is authorized to change the specifications, terms, and conditions under this effort.

Contractor Interfaces

The contractor and subcontractors may be required, as part of the performance of this effort, to work with other contractors working for the Government. Such other contractors shall not direct this contractor or their subcontractors in any manner. Also, this contractor and their subcontractors shall not direct the work of other contractors in any manner.

No personal services shall be performed under this contract. No contractor employee shall be directly supervised by the Government. If the contractor believes any Government action or mailto:arliss.moran@bia.gov mailto:donel.newbrough@bia.gov mailto:Madisen.Bourland@bia.gov communication has been given that would create a personal services relationship between the Government and any contractor employee, the contractor shall promptly notify the Contracting Officer of this communication or action.

The contractor shall not perform any inherently governmental actions under this contract. No contractor employee shall hold themselves out to be a Government employee, agent, or representative. No contractor employee shall state orally or in writing at any time that they are acting on behalf of the Government. In all communications with third parties in connection with this contract, contractor employees shall identify themselves as contractor employees and specify the name of the company for which they work.

Technical Direction

Technical direction provided by the Agency POC shall be within the general scope of this effort.

The Agency POC does NOT have the authority to and may NOT issue any technical direction which:

a. Constitutes an assignment of work outside the general scope of this effort;

b. In any way causes an increase or decrease in cost or the time required for performance;

c. Changes any of the terms, conditions, or other requirements of this effort; and

d. Suspends or terminates any portion of this effort.

A warranted Contracting Officer is the only individual with the authority to financially obligate the government and modify terms and conditions of this contract. The vendor shall be responsible for notifying the Contracting Officer of any potential issues or concerns - technical, scope or financial - concerning this contract.