Draft 20250128 DS Propane PWS.docx

INDIAN HEALTH SERVICE

PERFORMANCE WORK STATEMENT

Propane Supplies and Maintenance Service Contract

FOR THE

Desert Sage Youth Wellness Center 39990 Faure Road Hemet, CA 92544

INDIAN HEALTH SERVICE

CALIFORNIA AREA OFFICE

U.S. Department of Health and Human Services Indian Health Service 650 Capitol Mall, Suite 7-100 Sacramento, CA 95814

A.

BACKGROUND AND PROJECT DESCRIPTION: The Desert Sage Youth Wellness Center (DSYWC) is a 35,000 square foot facility located on approximately 17 acres in Hemet, CA, built in 2016. The DSYWC is a residential behavioral health treatment facility for Native American/Alaskan Native youths (ages 12-17) with substance abuse disorders. In order to have an adequate supply of propane for heating units, water heaters and kitchen appliances; Desert Sage’s propane tanks need to be supplied with propane and maintained in accordance with industry’s best practices.

The purpose of this project is to supply liquid propane and maintain three 1,000-gallon tanks at Desert Sage campus. Three 1,000 gallons propane tanks are centrally located at Desert Sage campus. These propane tanks are owned by the Federal Government.

A site location map is attached by the Indian Health Service California Area Office (IHS/CAO).

B. GENERAL: The Contractor shall provide all material, labor, and equipment to inspect and maintain three 1,000 gallons propane tanks and associated appurtenances. All measurements shall be in English units.

C. SERVICES TO BE PERFORMED BY THE CONTRACTOR: Following the issuance of the contract, the Contractor shall proceed to complete the work.

A site visit is recommended, but not required to observe field conditions and collect other relevant data. A site visit can be scheduled with Facilities Manager listed below.

D. SCOPE OF WORK: Propane Supplies and Maintenance Service

1. The Contractor shall:

a. Contractor shall include all needed labor, parts, materials, equipment, travel and per diem

i. Supply Liquid Propane Gas (LPG) at Desert Sage campus. Propane shall be supplied so as to ensure that the facility has adequate levels of propane at all times and that the facility does not go without propane at any time.

ii. Propane tanks, pipes, fittings, valves, regulators and other appurtenances shall be included in this service

b. Contractor is responsible for delivering propane between the hours of 7:30 am to 5:30 pm Monday through Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must at all times maintain an adequate workforce for the uninterrupted delivery defined within this specification when the Government facility is not closed for the above reasons

c. Contractor’s technicians shall be qualified and experienced in inspection, testing, and maintenance of propane systems. Examples of qualified personnel shall be permitted to include, but shall not be limited to individuals as follows:

i. Factory trained and certified.

ii. National Institute for Certification in Engineering Technologies certified.

iii. Trained and qualified personnel employed by an organization listed by a national testing laboratory for the servicing of propane systems.

iv. Upon request from either the Contract Specialist or Contracting Officer, the contractor shall provide evidence of technicians’ certifications.

d. Contractor shall clean, wash, and dry all tanks and appurtenances on an annual basis. Tanks shall also be kept in clean and professionally newly-painted condition so as to remain visually acceptable to the public at all times throughout entire duration of each year.

e. Contractor shall complete preventive maintenance and an annual inspection before Dec. 31 of each year with documentation provided to Facilities Manager/COR

i. Visually inspect tanks for holes, corrosion, leaks, proper signage, filled at proper levels and any other tank deficiencies. Deficiencies shall be noted in a report to be sent to the Facilities Manager/COR. The contractor shall schedule at a minimum of one month in advance for the annual inspection with the Facilities Manager/COR. Also, Contractor shall inspect and report the status of all fittings, lines, connections and appurtenances at each building connection point throughout the Facility Campus for leaks, potential leaks, corrosion, defects, and other deficiencies. The contractor shall report all findings in writing to the Facility Manager/COR as part of the annual inspection report.

ii. Inventory: Contractor shall provide an initial inspection report that includes an inventory of all propane tank systems, telemetry devices, regulators, and related appurtenances to the Government. This propane tanks inventory is only needed as part of the first annual inspection report.

f. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures. Any Contractor provided publications are to be procured and maintained at Contractor’s expense.

i. 29 CFR 1910.110; General Industry’s OSHA; Storage and Handling of Liquified Petroleum

ii. NFPA 58; Liquefied Petroleum Gas Code

g. Contractor shall provide initial safety training for about one hour to in-house maintenance staff to educate them on properties of propane and any emergency response procedures and

i. Propane gas per gallon to keep the tanks at acceptable levels at all times

ii. Discussion of pipes, fittings, valves and regulators

h. Contractor is responsible for completing any emergency bleed-off procedures as needed. The propane that is removed from the tank during the bleed off procedure will be offloaded into another tank that needs propane fill or placed back into original tank after the bleed off.

i. Contractor shall safeguard all government equipment and information

j. Motor vehicles entering the boundaries of the subject facility shall have, and maintain, a valid license, state registration, and appropriate vehicle insurance. Contractor personnel operating motor vehicles on the installation shall have a valid driver's license for the category of vehicles being operated and shall comply with posted signs on the installation. A delivery vehicle with four-wheel drive or similar capability may be required to reach the site during times of inclement weather.

k. Contractor shall notify and coordinate with Facilities Manager/COR with propane deliveries

l. Contractor shall submit an invoice to the Government with specific amount of propane being filled in gallons and costs

m. Contractor shall have 4-hours response time during emergencies.

n. Contractor shall make every effort to keep work area clean before, during and after work.

o. Contractor shall make every effort to minimize disruptions to facilities patient care services before, during and after work.

p. Unscheduled Service Calls and Repairs: contractor shall provide a quote for corrective actions needed to bring propane tanks and delivery system back into standard operations. If quote is approved by government Contracting Officer (CO), then contractor shall complete all needed work to bring propane system and its components back to operations and minimize impact to patient care services. A modification to the contract will be required prior to the work to start, however, in an emergency a verbal approval from the CO will authorize work to be completed prior to the modification.

Deliverables:

1. Annual Inspection of three Propane Tanks with documentation provided to Facilities Manager/COR by Dec. 31 of each year

2. Unscheduled Service Calls and Repairs: contractor shall provide a quote for corrective actions needed to bring generator, ATS system and associated electrical system back into standard operations. If quote is approved by government Contracting Officer (CO), then contractor shall complete all needed work to bring backup electrical system and its components back to operations and minimize impact to patient care services. A modification to the contract will be required prior to the work to start, however, in an emergency a verbal approval from the CO will authorize work to be completed prior to the modification.

All work shall be approved by below Facility Manager and COR or designee:

Alvaro “Al” Enriquez Desert Sage Youth Wellness Center Facility Manager Phone: 951-708-4019 Email: Alvaro.Enriquez@ihs.gov

Contracting Officer (CO) California Area Office Contracting Dept.

Ronda English, CO Phone: 916-930-3981 ext. 346 Email: Ronda.English@ihs.gov

Contracting Specialist Alicia Powell Phone: 916-268-1295 Email: Alicia.Powell@ihs.gov

Period of Performance:

The period of performance shall be for one (1) Base Year of 11 months and four (4) one-year option periods as follows:

Attachments:

1. Site Location Map

2. Master Utility Plan as-built sheet for Desert Sage

Site Location Map

Centrally located three 1,000 gollans propane tanks

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