Attachmet_1_SOW_for_Fuel_Management__Control.pdf

Fuel Management and Control

Statement of Work (SOW)

Standard Operating Procedures (SOP)

Fuel Receipt and Issue Log

1. PURPOSE:

This is the Fuel Management and Control Standard Operating Procedures (SOP) and Fuel

Issue Log. The purpose of this document is to implement the fuel support provisions of a

FEMA contract in support of disaster recovery missions. The contract vendor will provide Class 3 Bulk Petroleum for ground fuel support and services to FEMA. The intent of this document is to set forth the guidelines, processes, roles, and responsibilities applicable to the provision of fuel support to FEMA by a contract vendor.

2. BACKGROUND:

FEMA has a requirement to provide fuel for a variety of Logistics support vehicles, material handling and ground support equipment. The Beeville Transportable Temporary

Housing Unit (TTHU) Staging Area is located at the Chase Field Industrial Airport in

Beeville, Texas. Beeville is the primary staging area for the receiving, deployment, deactivation, and long-term storage of FEMA's inventory of TTHUs in support of DR-

4332-TX (Hurricane Harvey). To support this mission, Beeville staging area utilizes an inventory of farm implement tractors, semi-trucks, forklifts, trans lifts, ATVs, light towers, etc. which require a steady supply of regular diesel fuel to maintain effective operation.

3. OBJECTIVE:

Secure a commercial vendor contract for the steady delivery of diesel fuel in support of the Beeville TTHU Staging Area operations. The ability to secure this contract will alleviate serious safety concerns with FEMA employees having to go to the local gas station and fill multiple plastic containers with fuel, put it back of truck and transport to staging area.

4. SCOPE:

FEMA is requesting the lease, maintenance, and refilling (scheduled and emergency) of two (2) 650 gallon above-ground fuel tanks to support the Beeville TTHU Staging Area mission in support of DR-4332-TX. Delivery address and performance location will be

2745 Byrd Street, Beeville, TX 78102. The leased tanks will meet current NFPA standards. The vendor will obtain any required permits, site, tank and HAZMAT inspections reports, delivery and installation of the tanks to meet all federal, state, county and local jurisdiction regulations. The installation will be conducted by a certified tank technician or supervise the work activities in accordance to federal and state regulations.

The containment unit is to include a metered pump, hoses, and an auto-shut off nozzle associated with the tank to insure full function ability. The vendor will accomplish any required maintenance and inspections of the tank, containment unit, and any support equipment to meet all federal and state regulations. The vendor will also pick up, remove the leased tanks, its required operational components and dispose all its fuel in accordance to NFPA, federal, state, county and local jurisdictions upon the completion of the mission and restore the area to its previous condition as needed. The vendor will provide any additional scope of work and assumptions stated below to meet fuel operation.

Scope of Work-Assumptions:

• Work in accordance with Occupational Safety and Health Administration

(OSHA) standards;

• Offload and anchor (2) new 650-gallon rectangular UL2085 Fireguard steel tanks;

• Install (2) new GPI tank mounted fuel dispenser with meter, hoses, breakaway connection, and nozzle;

• Install atmospheric vents and emergency vents for both tanks;

• Install INCON EVO200 tank monitoring control panel near the new tanks;

• Install INCON tank level probe and interstitial leak sensor in both tanks;

• Install NFPA 704 placards on tanks per NFPA specifications;

• Install audible/visual overfill alarm with acknowledge switch;

• Install mechanical overfill prevention valve in each tank;

• Install manual fuel level gauge in each tank;

• Install tank fill spill container (3.5gal) on tank for filling with regular diesel fuel;

• Install four 4" x 36" removable bollards (2 on each side of tank) to prevent vehicle impact with tank;

• Install 2" pressure/vacuum vent for gasoline storage tank;

• Install label on tank specifying overall capacity (650 gallons).

• Disconnect electrical wiring to existing tank mounted dispensers upon removal of tanks;

• Remove both 650-gallon tanks with forklift and haul to approved disposal facility;

Assumptions:

• Vendor is to have free and unimpeded access to the UST locations;

• All work to be performed between 8:00am and 2:00pm;

• No delays;

• Vendor is to acquire any and all federal, state, county and local jurisdiction permits;

• No utility interference;

• No concrete pad

• The (2) 650-gallon tanks will be placed and staged upon concrete blocks;

• If available; Electrical service for existing dispenser can be reused for new dispensers;

• If available; Electrical service is available at tank location for new electronic tank monitoring system.

• If available; Existing grounding for tanks can be reused;

• All usable fuel will be removed from vendor prior to demobilization. This proposal only includes disposal of no more than 100gallons of sludge for both tanks combined. Additional liquid/sludge beyond I00gallons can be handled for an additional cost;

• Removable bollards to be installed are retrofit. No excavation for installation.

Bollards will not be filled with concrete;

• This proposal is based solely on the above scope of work;

• Additional proposals to be provided for any additional work required beyond the above scope of work.

Period of Performance (POP): The duration of the contract would be for 6-month base, with 2 options at 6 months each to extend as needed to support the Beeville TTHU Staging

Area mission with DR-4332-TX. The option months are at the Government's discretion.

FEMA may cancel this contract at any time as needed to meet the needs of the Federal

Government or the mission.

Delivery Schedule: Upon award of contract vendor will deliver fuel tank, containment unit, and support equipment. After tank setup, vendor will deliver a full tank of regular diesel. Further fuel delivery will be on an as requested/as needed basis.

Staging Area Hours of Operation: The vendor will deliver and setup the leased tanks, containment unit, support equipment, and deliver any required regular diesel between the hours of 0800-1400, Monday through Friday and 0800-1100 on Saturday.

FEMA Primary POC: Steven Minnick – 337-207-3668, Steven.Minnick@fema.dhs.gov

FEMA Alternate POC: Sylvianna Moya- 202-709-0980, sylvianna.moya@fema.dhs.gov

5. COMMAND AND CONTROL:

FEMA Logistics support to the Direct Housing Mission has overall command and control of this fuel mission. Logistics has operational control over the Beeville TTHU Staging

Area. Logistics has direct responsibility for funding, validating, setting delivery priorities, and notifying Contracting Officer of vendor performance.

FEMA Logistics will assign a Contracting Officer's Representative (COR) designated in accordance with Department of Homeland Security Acquisition Manual (HSAM) and authorized in writing by the contracting officer to perform specific technical or administrative functions. FEMA Logistics will ensure the COR or appointed Government

Technical Monitor (GTM) will remain on site to monitor fuel process and procedures.

6. ACCOUNTABILITY & RESPONSIBILITY:

FEMA Logistics on-site representative (COR or GTM) shall maintain availability for receipt of orders. The designed FEMA Logistics representative shall sign the vendors' commercial bill of lading (BOL) (delivery ticket) when fuel is delivered to the Staging

Area. The vendor and the FEMA representative shall retain a copy of the BOL. The designed on-site FEMA Logistics representative will complete the Fuel Issue Log and track all orders placed against the fuel delivery orders. The designated FEMA Logistics representative shall send the completed and signed Fuel Issue Log to the designated

Ordering Manager at the TRO. The Ordering Manger will validate invoice for vendor mailto:Steven.Minnick@fema.dhs.gov mailto:sylvianna.moya@fema.dhs.gov payments and provide to the designated Contracting Officer. The designed FEMA

Logistics representative will be responsible for:

• Maintain overall responsibility for fuels operations to support and sustain

FEMA's fuel requirements.

• Provide vendor with a 24-hour point of contact.

• Be required to provide detailed instructions to include procedures for obtaining entrance into the FEMA TTHU Staging Area; specific location of the fuel tank and designated delivery location; specific requirements for receiving vehicles and equipment (quantity, vehicle/equipment type, etc.); confirm the time and date the fuel is expected to be delivered to the Staging Area; and any other pertinent information required for the delivery.

• Be responsible for submitting fuel orders to vendor; Acknowledging receipt by signing bill of lading, maintaining and submitting status reports and logs to

FEMA TRO Ordering Manager and Finance & Admin Section.

• Inform Contracting Officer of all authorized FEMA customers who will require fuel support based on requirements. FEMA Logistics will identify authorized end customers and set the servicing priority.

• Submit weekly status reports to FEMA TRO Ordering Manager and Finance &

Admin Section reflecting orders received and fuel issued. Each week the Ordering

Manager will use the Fuel Issue Log to consolidate all fuel issued at the Staging

Area.

• Coordinate with Ordering Manager, Contracting Officer, and Funds Control to ensure prompt payment of vendor bills no later than 30 days from billing date.

Upon request, provide any documentation required in order to comply with

Federal law, including Financial Management Regulations.

• Except as required by Federal law, including the Freedom of Information Act, 5

U.S.C. §552, FEMA, will be responsible for any release of information regarding any aspect of FEMA contracts and/or the work performed there under.

FUEL RECEIPT AND ISSUELOGS.

The Fuel Receipt and Issue Logs are used to track fuel receipts and issues at the Staging

Area. The FEMA Ordering Manager will use this log to record fuel received and issued to the end customers and to submit signed weekly status reports to the Contracting Officer and the Finance & Adm in Section for monthly vendor payment.

Fuel Receiving

R-e-=p---o---rt Dat- e:

DR(s) being Supported below

DR-4332-TX

Beeville TTHU

Received Diesel Fuel (In Gallons)

0.000

Gallons Delivered

Staging Area

Supplier

Fuel Tanker

# and/or

Tag

Origin Where Fuel Came From)

Time Date

Quantity

1.

2.

3.

4.

DR-4332-TX

Beeville Staging Area

1.

2.

3.

4.

Agency Consumer

Item Pick-up (generator/ tank/ truck)

Unit Id / Tag #

Name Date Time Quantity