A04_SOW.pdf

Background

The DOI, Bureau of Indian Education, Facilities Operations provides operation and maintenance to all Interior-owned Facilities. Propane is a source for providing heat for each BIE-owned facility.

Scope

The scope of work is to provide propane for all BIE School Facilities. Delivery request will be made to vendor on an as-needed basis. Delivery time shall be during normal working hours, Monday through Friday, 8:00 am to 4:30 pm (except holidays). Contact person will call Vendor in advance to order propane for delivery.

1.1 Description of Tasks

Delivery of Propane to BIE-owned facilities.

1.1.1 Planning

• Propane will be delivered on an as-needed basis to the following schools:

• Turtle Mountain Elementary School 30,000 gallon tank

• Turtle Mountain Bus Garage 2,000 gallon tank

• Turtle Mountain Elementary Kitchen 1,000 gallon tank

• Turtle Mountain Middle School 30,000 gallon tank

• Turtle Mountain High School 30,000 gallon tank

• Ojibwa Bus Garage 2,000 gallon tank

1.1.2 Build and Enhance

• None

1.1.3 Test

• None

1.1.4 Deploy and Support

• Provide propane on an as-needed basis.

1.1.5 Transfer Knowledge

• None.

Section 2: Places of Performance

Propane will be provided to all BIE Schools Facilities in as follows:

Turtle Mountain Elementary School, 1209 Gilbert Godon Street, Belcourt, ND

Turtle Mountain Bus Garage, 1417 BIA Road, Belcourt, ND

Turtle Mountain Elementary Kitchen, 1209 Gilbert Godon Street, Belcourt, ND

Turtle Mountain Middle School, 1330 Braves Boulevard, Belcourt, ND

Turtle Mountain High School, 1350 Braves Boulevard, Belcourt, ND

Ojibwa Bus Garage, 9620 42nd Avenue NE, Belcourt, ND

Period of Performance

The Services will begin on October 1, 2021 – September 30, 2022

STATEMENT OF WORK

Section 3: Project Artifacts/Deliverables

3.1 Deliverable – Weekly Progress Reports

Propane will be delivered on an as-needed basis.

3.2 Deliverable – New Reports

None

3.3 Deliverable –Plan

Vendor will be notified in advance to deliver LP (Liquid Propane) to schools. The estimated delivery dates and number of gallons are as follows:

October, 2021 - 10,000 gallons to each school listed in Places of Performance (Section 2)

November, 2021 - 20,000 gallons to each school listed in Places of Performance (Section 2) 1,000 gallons Turtle Mt. Elementary Kitchen 2,000 gallons to Ojibwa Bus Garage 2,000 gallons to Turtle Mt Elementary Bus Garage

December, 2021 - 20,000 gallons to each school listed in Places of Performance (Section 2) 2,000 gallons to Ojibwa Bus Garage 2,000 gallons to Turtle Mt Elementary Bus Garage

January, 2022 - 20,000 gallons to each school listed in Places of Performance (Section 2) 1,000 gallons to Turtle Mt. Elementary Kitchen 2,000 gallons to Ojibwa Bus Garage 2,000 gallons to Turtle Mt Elementary Bus Garage

February, 2022 - 10,000 gallons to each school listed in Places of Performance (Section 2) 2,000 gallons to Ojibwa Bus Garage 2,000 gallons to Turtle Mt Elementary Bus Garage

March, 2022 - 10,000 gallons to each school listed in Places of Performance (Section 2)

April, 2022 - 10,,000 gallons to each school listed in Places of Performance (Section 2) 1,000 gallons to Ojibwa Bus Garage 1, 000 gallons to Turtle Mt Elementary Bus Garage

May, 2022 1,000 gallons to Turtle Mt. Elementary Kitchen

September, 2022 -10,000 gallons to each school listed in Places of Performance (Section 2) 1,000 gallons to Ojibwa Bus Garage 1, 000 gallons to Turtle Mt Elementary Bus Garage

**These deliveries may change, as it depends on outside temperature.

3.4 Inspection and Acceptance Criteria

Acceptance of all services will be provided, and invoices will be distributed.

3.5 General Acceptance Criteria

General quality measures, as set forth below, will be applied to each work product received from the contractor under this statement of work.

Accuracy—Work products shall be accurate in presentation, technical content, and adherence to accepted elements of style.

Clarity—Work products shall be clear and concise. Any and all diagrams shall be easy to understand and be relevant to the supporting narrative.

Consistency to Requirements—All work products must satisfy the requirements of this statement of work.

Format—Work products shall be submitted in hard copy where applicable and in media mutually agreed upon prior to submission. Hard copy formats shall follow any specified directives or manuals.

Timeliness—Work products shall be submitted on or before the due date specified in this statement of work or submitted in accordance with a later scheduled date determined by the government.

Section 4: Administrative Considerations

4.1 Correspondence

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 COR with an information copy to the Contracting Officer (CO). 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 CO with an information copy to the COR.

4.2 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 Contractor of their own volition or at the request of an individual other than a duly appointed CO. Only a duly appointed CO is authorized to change the specifications, terms, and conditions under this effort.

Section 5: Points of Contact

Contracting Officer’s Representative

Name: Susan Faye Malaterre-Langan

Address: P.O. Box 30, Belcourt, ND 58316

Phone: (701) 477-3463

Fax: (701) 477-9364

Email: susanfaye.Malaterre@bie.edu

5.1

The Contracting Officer’s authorized representative for this effort is:

The COR is the individual within the Program Management function who has overall technical responsibility for this effort. The COR supports the CO during administration of this effort by:

• Making final decisions regarding any recommended rejection of deliverables

• Providing technical clarification relative to overall workload matters

• Providing advice and guidance to the Contractor in the preparation of deliverables and services

• Providing acceptance of deliverable products to ensure compliance with requirements

The COR also provides technical direction to the Contractor, i.e., shifting work emphasis between areas of work; fills in details; or otherwise serves to accomplish the purposes of this effort. Technical direction shall be within the general statement of work for this effort. The COR does NOT have the authority to and may NOT issue any technical direction which:

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

• Constitutes a change as defined in the Changes clause;

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

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

• Suspends or terminates any portion of this effort.

mailto:susanfaye.Malaterre@bie.edu

All technical direction shall be issued in writing by the COR or will be confirmed by the COR in writing within 10 calendar days after verbal issuance. A copy of the written direction shall be furnished to the CO.

In addition to providing technical direction, the COR will:

• Monitor the Contractor’s technical progress, including surveillance and assessment of performance; and recommend to the CO any changes in the requirement;

• Assist the Contractor in the resolution of technical problems encountered during performance; and

• Perform inspection and acceptance or recommendation for rejection of Contractor deliverables and identify deficiencies in delivered items. This does not replace any other quality assurance inspection requirements that are specified elsewhere within this SOW.

If in the opinion of the Contractor, any instruction or direction issued by the COR is outside of their specific authority, the Contractor shall not proceed but shall notify the CO in writing within 5 working days after receipt of any instruction or direction.

5.2 Contracting Officer

The Contracting Officer for this effort is:

Name: Raelynn Her Many Horses

Email: Raelynn.hermanyhorses@bie.edu

Disclosure of Information

Information made available to the contractor by the Government for the performance or administration of this effort shall be used only for those purposes and shall not be used in any other way without the written agreement of the Contracting Officer. If public information is provided to the contractor for use in performance or administration of this effort, the contractor, except with the written permission of the Contracting Officer, may not use such information for any other purpose. If the contractor is uncertain about the availability or proposed use of information provided for the performance or administration, the contractor shall consult with the COR regarding use of that information for other purposes.

The contractor agrees to assume responsibility for protecting the confidentiality of Government records, which are not public information. Each offeror or employee of the contractor to whom information may be made available or disclosed shall be notified in writing by the contractor that such information may be disclosed only for a purpose and to the extent authorized herein.

Section 6: Information Non-disclosure

All contractor employees shall sign and submit a copy of the Non-Disclosure Agreement.

The details of any security safeguards that the Contractor may design or develop under this contract are the property of the Government and shall not be published or disclosed in any manner without the Contracting Officer’s written consent.

Likewise, the details of any security safeguards that may be revealed to the Contractor by the Government in the course of performances under this contract shall not be published or disclosed in any manner without the Contracting Officer’s written consent. Disclosure to anyone other than an authorized officer or employee of the contractor shall require written approval of the Contracting Officer.

Any information with personal identifiers shall be accounted for upon receipt and properly stored before, during and after processing. In addition, all related output shall be given the same level of protection as required for source materials. The Contractor shall not allow employees to use files (script) for logging onto systems, which contain the employee’s password(s). Contractor multi-user systems used to process data under this contract shall use a pre-logon warning message, or a similar banner approved by the agency Senior Information Systems Security Officer.

Under no circumstance is the contractor permitted to make use of Government computer systems, information, equipment, software, supplies, or accounts for purposes other than the performance of this contract.

Section 7: Limited Use of Data

Contractor and/or Contractor personnel shall not divulge or release data or information developed or obtained in performance of this effort, until made public by the Government, except to authorize Government personnel or upon written approval of the CO.

mailto:Raelynn.hermanyhorses@bie.edu

Section 8: Personnel Performance/Replacement

The Government reserves the right to judge the technical skills of all individuals assigned to this effort and to request a replacement if such is deemed necessary by the Government. The Government reserves the right to accept or reject any proposed individual with written notification. The Government reserves the right to judge the qualifications and acceptability of any individual proposed by the contractor for any position, and may require the contractor to replace an individual whose qualifications and suitability are judged deficient with written notification.

For temporary and/or permanent replacement of personnel, the contractor shall provide a resume for each individual to the COR of any changes in personnel assignment at least one week, or as mutually agreed upon, prior to making any personnel changes, prior to that individual’s reporting for work on this effort. The contractor will afford the Government the opportunity to interview the replacement candidate, if requested. Also, the contractor personnel must submit necessary information to be issued a clearance prior to reporting for performance.

Section 9: Invoicing

The Contractor shall bill no more than once monthly and in accordance with FAR 52.212-4(g). Invoices must include, as a minimum, the following information for each individual:

• Name

• Time Period Covered

• Purchase Order Number

• Productive Direct Labor Hours for the current billing period and cumulative to date

• Labor Categories

• Hourly Rate

• Any Travel or Other Direct Costs (ODCs) incurred including supporting documentation and receipts for all charges for the current billing period and cumulative to date The contractor shall bill all services rendered against the appropriate contract line item number (CLIN).

Section 10: Contractor Interfaces

The Contractor and/or his 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 and/or their subcontractors in any manner. Also, this Contractor and/or their subcontractors shall not direct the work of other Contractors in any manner.

Section 11: Suitabil ity Determinations

The contractor shall be responsible for managing its workforce to ensure that sufficient contract employees who meet all employment suitability requirements are available to perform the duties required under the contract. If it has been over one (1) year since a contract employee has worked in a position on a Federal contract for which an employment suitability determination was required, a new National Agency check and Inquiry (NACI) must be obtained.

Contractor personnel who occupy positions required under this contract, are required to submit to suitability clearance procedures, and shall not commence work under the contract until the COR and/or Government Contract Officer have cleared them in writing.

11.1.1 Other Specific Security Requirements

Contractor employees who will have access to BIA information or will develop custom applications are subject to background investigations.

Non-disclosure Agreement—Contractor employees who will have access to BIA information or will develop custom applications must sign a non-disclosure agreement prior to gaining access. If agreements become necessary, the COR will provide a sample agreement, after which, the COR will develop the final agreements, with the assistance of the Solicitor.

Copies will be maintained in the contract file.

Training— Contractor employees must take BIA end-user computer security awareness training prior to being granted access to BIA data or being issued a user account. Training must be renewed annually.

Property Rights—BIA will own the intellectual property rights to any software developed on its behalf to the maximum extent practical. Generally, FAR 52.227-14, Rights in Data-General, and its alternates will be used in the contract.

11.1.2 Other Special Requirements

11.1.2.1 Protection of Property and Materials

The Contractor shall be responsible for properly protecting all information used, gathered, or developed as a result of work. The Contractor shall protect all Sensitive But Unclassified (SBU) government data. All information, work papers, drafts, and final documents developed or accessed, or any product/system developed, e.g., any system, database, compilation of requirements, or other contract related work, equipment required and acquired in accomplishment of assigned tasks under this contract are the property of the United States government. Contractor staff will protect DOI/BIA information and resources in accordance with DOI and BIA policies. At the direction of the CO, the contractor shall return or destroy all BIA data, systems or materials obtained, accessed, developed, acquired, etc., either in hardcopy or electronically. Upon conclusion of this SOW, all data and equipment is to be returned; it will be delivered to the COR.

All work shall be submitted in the federally specified or recommended format. BIA data may not be removed from BIA premises without COR authorization.

Section 12: Removal of Contract Employees

Indian Affairs shall have and exercise complete control over granting, denying, suspending, and terminating employment suitability clearances for Contractor employees and prospective contractor employees. If the Government receives an unsuitable report on any Contractor employee after processing his or her forms, or finds a prospective Contractor employee unsuitable or unfit for his or her assigned duties, the COR will advise the Contractor that the employee shall be considered ineligible for contract performance.

Where temporary favorable suitability determinations have been granted, the Government Contracting Officer may request the Contractor to immediately remove any contract employee from the contract who has failed to receive a favorable suitability determination, whose continued employment is deemed contrary to the public interest, inconsistent with the best interests of security, or is identified as a potential threat to the health, safety, security, general well being or operational mission of the agencies, bureaus, and its population. The Contracting Officer may also request the Contractor to immediately remove any contract employee from the contract should it be determined that the individual being assigned to duty has been disqualified for suitability reasons, or has been found to be unfit for performing duties during their tour(s) of duty.

All costs associated with the clearance of contractor employees shall be borne by the Contractor.

Section 13: Liability

The Contractor shall be held liable for any and all damages resulting from any inappropriate disclosure of information/data by its employees or via any system used by the Contractor. Should the Contractor become aware of the need for additional safeguards, the Contractor must immediately notify the COR.

Section 14: Data Encryption

Unless otherwise identified by the Government, telecommunications systems are to be categorized as high criticality/high sensitive systems. If the Contractor becomes aware of a requirement for additional safeguards or the need for a new safeguard to maintain an appropriate level of security, the Contractor must notify the COR immediately.

Section 15: Assurances

The Contractor shall provide assurances that it meets the safeguards outlined in Indian Affairs security documents. The Contractor may be required to provide a written security plan prior to contract performance that addresses the safeguards required by task orders.

Section 16: Quality Assurances

Both parties (Government and Contractor) will sign a statement provided by the contractor indicating that both parties are in agreement that the tasks have been completed in accordance with this Statement of Work. The Government will not be liable for any additional work not identified by the contractor before the acceptance of this contract. All acceptances of work issues should be resolved with the Bureau point-of-contact.

Use of Government Computer Systems

Contractors requiring use of government computer systems can expect their computer activities to be monitored and that they should have no reasonable expectation of privacy in the use of any BIA system.