Attachment 0001 SOW - GASES 2-25-2020.pdf

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INTRODUCTION AND SCOPE

This Statement of Work (SOW) defines the scope of effort required to provide logistics support for compressed and liquefied gases and cylinders in Federal Supply Class (FSC) 6830 – Gases: Compressed and Liquefied; and 8120 – Commercial/Industrial gas cylinders and bulk tanks. To include preventive maintenance, scheduled services and replenishment of all bulk Nitrogen, Oxygen, Argon, Helium (12Pac/18Pac Cradles), Nitrogen (12Pac/18Pac Cradles) and mixed bottled cylinder exchanges within the Rock Island Arsenal Joint Manufacturing and (RIA-JMTC) facility.

CONTRACTOR REQUIREMENTS

The Contractor shall perform/is responsible for the following:

A. Comprehensive management of compressed gas supplies consumed by RIA JMTC. Servicing and delivering industrial gas requirements in bulk. Contractor will be required to supply RIA-JMTC with multiple type’s gas cylinders and multiple types of cylinder gas requirements. Have the ability to service and supply an endless supply of Nitrogen, Oxygen, and Argon in our facility owned bulk tanks. Which includes planning/forecasting, order processing and fulfillment, procurement/purchasing, inventory management, quality control, shelf life management, storage, packaging, transportation/distribution, obsolescence management, data management/delivery, customer support services, material returns, and management of excess Government cylinder stock.

B. The contractor must have the ability to submit invoices into the WAWF system, and select; “auto send a notification to the Contract Specialist and JMTC REPRESENTATIVE by email”. If this is not performed the contractor must contact the Contract Specialist and JMTC REPRESENTATIVE to notify him/her of pending transactions in WAWF.

C. Management of all gas cylinders within JMTC to include storage, maintenance/refurbishment, filling, distribution and disposal.

D. Management of Government-furnished bulk tanks installed throughout JMTC, to include maintenance, refurbishment, and re-fill services.

E. Responsible for establishing and maintaining direct customer interaction to facilitate order delivery and customer returns.

F. The Contractor shall establish an email/link that the Contracting Officer (KO) and/or Contract Specialist and JMTC REPRESENTATIVE may use to query the status of requisitions, request cylinder pickups/returns, bulk tank requisitions and request for expedited emergency deliveries.

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G. Return all empty RIA JMTC cylinders and/or other contractor cylinders to the corresponding owners once each cylinder content is consumed by RIA JMTC.

Replenishing all cylinder gas requirements with the contractor owned equipment.

Establishing a set pool of rented cylinder of their own to manage RIA JMTC production requirements. Contractor must provide the KO and/or the Contract Specialist and JMTC REPRESENTATIVE with turn in tickets, identifying:

Quantity, type, and who received the return i.e. Vendor or Government owned cylinders returned.

H. Attendance at a RIA-JMTC Safety Briefing is required by all contractors and their representative before entering the facility. The RIA-JMTC is an Army installation subject to Department of Defense, safe guards, various precautions, and plant protection measures. At all times during the execution of this contract, the contractor will maintain adequate plant protection devises to minimize espionage, sabotage, and other malicious destruction and damage. The contractor shall comply with all security requirements of the Rock Island Arsenal. Rock Island Arsenal Island-wide Force Protection levels may be adjusted/changed at any time, which may cause possible delays and will directly affect procedures for accessing the Island. Deliveries, Inspections, preventative maintenance and repairs shall be performed during normal business hours (Monday through Friday, 6 AM – 4 PM CST), except for Government holidays unless otherwise authorized and agreed on by the JMTC REPRESENTATIVE and the KO and/or the Contract Specialist.

GOVERNMENT RESPONSIBILITIES

The Government shall:

A. Provide KO and/or Contract Specialist and JMTC REPRESENTATIVE points of contact (POCs) to coordinate communications and provide assistance with Contractor access to customer locations. See Attachments 0002 and 0003

B. Distribution of Hazardous Material Information to the LRC Garrison Hazmat team.

C. Be responsible for Security: A locked perimeter fencing has been instituted at RIA-JMTC. This will require a security check and special badging in order to enter into the locked facility. Before a badge can be issued attendance at a RIA-JMTC Safety Briefing will be required.

The JMTC REPRESENTATIVE will coordinate these efforts after award.

D. Providing a JMTC REPRESENTATIVE to process invoices in the WAWF system and monitor contractor performance.

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ENVIRONMENTAL REQUIREMENTS

A. The Contractor and its subcontractors are responsible for obtaining and maintaining all required federal, state, municipal, and international certifications, licenses, permits, registrations and approvals that may be required to perform this contract. The Contractor and its subcontractors shall possess/obtain their own, non-Government, EPA RCRA identification number(s) and follow the regulations of 40 CFR 260-280. The Contractor is responsible for reporting under EPCRA (all applicable sections), as well as providing such data or other appropriate data to the customer/installation allowing the customer/installation to meet its Federal/State/Local/DoD environmental reporting requirements.

B. Any time the Contractor communicates with or is contacted by an environmental or other regulatory agency at any level, or is required to communicate with such an agency on the Rock Island Arsenal, as it pertains to this program, they will notify the KO and/or Contract Specialist within 1 business day of the communication with or contact by an environmental/regulatory entity. In addition, the Contractor will notify the KO and/or Contract Specialist and the JMTC REPRESENTATIVE of any spill via e-mail within 2 hours of the spill or the discovery of the spill.

C. A spill is defined to be any release of a material from its primary container (i.e.

the container that has an intimate contact with the material) that results in any loss of the material (i.e. asset), and the need to recoup, repackage, reissue or dispose of the asset whether or not the spill needs to be reported to a regulatory body under the various Federal, State, or Local environmental or occupational-safety regulations.

D. Reporting Protocol:

1. Designated Contractor POC notifies KO and/or Contract Specialist and JMTC

REPRESENTATIVE via e-mail.

2. Notification occurs within 2 hours of the incident's occurrence or discovery of the incident.

3. Notification to include the following information at a minimum:

a. Identify location of incident / approximate time of incident / injuries if any

b. Identify nature of incident

c. Identify and List Logistics Item Name(s), Contract #(s), Unit of Issue (U/I), number of U/I(s) affected

d. Identify total quantity/volume spilled (approximation)

e. Identify collateral damage (i.e. other assets/properties affected by incident)

f. Identify actions taken to contain/remediate incident

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g. Identify corrective actions to minimize and/or eliminate future incidents of type noted

4. Closing & follow-up notification within 7 calendar days of incident indicating state of affairs relative to incident to include any and all copies.

5. All official notices sent to the various regulatory agencies where official notice and follow up are required.

6. Contractor notifies Local/State/Federal regulatory entities and the KO and/or Contract Specialist and the JMTC REPRESENTATIVE via e-mail depending on the type, nature, and volume of the spill.

E. The Contractor will be responsible for any fines or penalties incurred as a result of a spill. For reportable spills and instances of fines, penalties, and notices of violation, the Contractor shall notify the KO and/or Contract Specialist and the JMTC REPRESENTATIVE within 2 hours; for all other communications or contacts with Government environmental regulators, the Contractor shall notify the KO and/or Contract Specialist and the JMTC REPRESENTATIVE as soon as practicable, but in no event later than 2 hours after the communication or contact.

In addition, the Contractor shall provide a copy of all documents or electronic media related to such communications or contacts to the KO and/or Contract Specialist and the JMTC REPRESENTATIVE at no expense to the Government.

The Contractor will not assert a privilege or other reason to withhold any such document or electronic media. This paragraph applies to all work under this contract while servicing or supplying gasses.

TRANSITION AND OPERATIONAL CAPABILITY

Transition must be synchronized between the Contractor and RIA JMTC (KO and/or Contract Specialist and the JMTC REPRESENTATIVE) to ensure that customer requirements remain satisfied during the transfer with little or no disruptions with JMTC production. The Contractor shall be capable of receiving and processing orders [manual and Electronic Data Interchange (EDI)] within 24hours of receiving award or once the Contractor assumes responsibility for individual products during transition. All government owned cylinders will be returned to the government purged/empty for disposal. All other cylinders not belonging to vendor must be returned once depleted to prospective contractor. The Contractor shall assume responsibility for all gas requirements for RIA JMTC location provided in Attachments 0002 and 0003 as soon as practicable.

ASSUMPTION OF ITEM MANAGEMENT

The Contractor’s assumption of Item Management will begin for all gas locations identified in Attachments 0002 and 0003 on award of the contract. Assumption of Item Management prior to the first day of the month following award of contract will be by bilateral modification.

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PURCHASING AND TECHNICAL REQUIREMENTS

ITEM DESCRIPTIONS

All materials delivered under this contract shall be provided in strict compliance with the Purchase Order Text (POT) requirements. The Contractor is responsible for notifying the Government if the part number, technical data, including specification, are different from the information cited in the POT. Until the Government has approved such a change, the Contractor shall provide the product in accordance with the POT.

MATERIAL SAFETY DATA SHEETS (MSDS)/SAFETY DATA SHEETS (SDS)

MSDSs/SDSs are required for all materials delivered under this contract that meet the definition of hazardous as set forth in the latest version, which is Revision E, of Federal Standard 313 (including any versions or changes adopted during the life of the contract). The Contractor should pay particular attention to paragraph 4.3 of Federal Standard 313 (Additional Information Required on MSDS/SDS). MSDSs/SDSs must be provided prior to the product being shipped to RIA-JMTC. MSDSs/SDSs must be from the product manufacture only and the latest published copy no older then 2yr old. After approval, all MSDS/SDSs must also be linked to the appropriate delivery order number(s).

OSHA HAZARD COMMUNICATION LABELS/HAZARDOUS WARNING LABELS

(HWLs)

Items shall be labeled in accordance with 29 CFR 1910.1200 unless otherwise directed by 29 CFR 1910.1200 (b) (5). HWLs must be affixed to all cylinders prior to shipment.

Bulk tanks should be labeled or changed by the vendor, only if there are new labeling requirements or labels are warn to a point they cannot be identified.

ELECTRONIC SUBMISSION OF MSDS/SDS DATA SET- REQUIREMENTS

A. The Contractor will be required to provide the MSDS/SDS associated with each Delivery Order (DO). Contractor must be required to provide electronically the following data-set with RIA JMTC’S MSDS/SDS program: NSN; Contractor Serial Number; Contract and DO Number; Source of Supply; Contractor Source of Supply CAGE; Manufacturer/Responsible Party CAGE; MSDS/SDS Responsible Party; MSDS/SDS Preparation Revision Date; Product Name.

B. The delivery order data is to be transmitted from the Contractor electronically to the RIA JMTC hazmat mail box address below at:

6 | P a g e usarmy.RIA.usamc.mbx.ria-jmtc-hazmat@mail.mil

C. The Contractor has the option of providing an optional file name for the transmission sent in order to confirm the accuracy of the data transmission.

Upon receipt of the email transaction the JMTC REPRESENTATIVE will send a message acknowledging receipt.

ITEM TESTING AND CERTIFICATION REQUIREMENTS

The Contractor shall ensure any Hydrostatic Test Facilities used to perform this contract are Department of Transportation (DOT) certified. Should the Contractor change facilities or should the facility’s certificate be renewed, the Contractor shall submit a copy of the current certificate to the KO and/or Contract Specialist and the JMTC REPRESENTATIVE prior to using the new or re-certified facility. Additional information concerning hydrostatic testing can be found at:

http://www.phmsa.dot.gov/hazmat/regs/sp-a/approvals/cylinders

FORECASTING AND INVENTORY MANAGEMENT

The Contractor is responsible for forecasting and inventory management of all gas products listed on Attachments 0002 and 0003 or designated locations as requested by KO and/or Contract Specialist and the JMTC REPRESENTATIVE. Each delivery made by the contractor must be accompanied with a delivery ticket. Delivery ticket must be signed by the area shop floor customer receiving delivery when fulfilling inventory requirements.

The Contractor must identify on the delivery ticket the type of gas, bldg.

number location, tank number, with the current in and out tank readings when filling bulk tanks. Then place the delivery ticket in the blue tubes located at each tank location. Cylinder gas delivery tickets made in the consolidated cylinder cage location must identify: the type of gas delivered, with number of cylinders picked up and dropped off on a customer signed delivery ticket that will be left in the blue tubes located in consolidated cage area. Contractor must provide the KO and/or Contract Specialist and the JMTC REPRESENTATIVE with a contractor invoice with each tank number, building location, product type, corresponding delivery ticket number, and quantity requiring replenishment or repair services. The contractor is responsible for maintaining and insuring RIA JMTC has an uninterrupted supply level of gasses in each location identified on Attachments 0002 and 0003 at all times.

mailto:usarmy.RIA.usamc.mbx.ria-jmtc-hazmat@mail.mil http://www.phmsa.dot.gov/hazmat/regs/sp-a/approvals/cylinders

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CRYOGENIC GASES STORAGE AND SUPPLY SYSTEM MANINTANNCE

A. The Contractor shall perform troubleshooting, repair, adjustments, calibration, inspection, and preventative maintenance services for the Cryogenic storage and supply systems located at Rock Island Arsenal (RIA) Joint Manufacturing Technology Center (JMTC), Rock Island, IL. All Cryogenic maintenance services, materials, parts and costs required shall be applicable to the following Cryogenic Storage equipment owned by RIA-JMTC: See attachment # 0004

B. Contractor shall ensure that all systems indicated are in compliance with all applicable code requirements set forth by DOT, CGA, OSHA, and NFPA and that all services and repairs are done in compliance with such codes.

C. The contractor shall be required to schedule service within 24 hours of telephonic, e-mail, or written notification for repairs and services requested by the JMTC REPRESENTATIVE. Normal services must be initiated within 72 hours of initial request unless the JMTC REPRESENTATIVE approves an extension. Service must be completed within 4 working days after commencing work, the JMTC REPRESENTATIVE may allow the Contractor to exceed the time limit, if requested by the contractor, and the JMTC REPRESENTATIVE deems the situation is justified.

D. The contractor shall be responsible for performing: troubleshooting, repair, adjustments, alignments, calibration, inspections, certification, predictive and preventative maintenance services to the equipment listed on attachment #0004. Supping all parts and materials to satisfy the maintenance/repair. All parts and materials must meet or exceed the OEM manufacturer’s recommendations. The contractor will be responsible for cleaning the equipment and area after each service is performed. Such as cleaning up oil spills/leaks. Dispose of parts/materials. Contractor must furnish all labor and tools required to perform troubleshooting, repair, adjustments, alignments, calibration, inspections, certification, predictive and preventative maintenance to the equipment. Contractor will be responsible for performing all lock-out & tag outs of equipment. Contractor shall provide all necessary man-lifts, special tools, and equipment to perform work. RIA-JMTC shall assist when possible; however the contractor should not depend on this assistance.

E. In the event of an emergency situation where personal and property damage may occur, and/or the work stoppage of the manufacturing complex, the contractor shall be required to perform these emergency service calls. And/or be able to instruct RIA-JMTC personal on what actions should be taken to lessen the equipment’s malfunction impact. All repairs, inspections and preventative maintenance shall be scheduled by the contractor and the JMTC REPRESENTATIVE between normal business hours stated above. Due to the nature of Cryogenic supply system failures, it’s anticipated that a majority of repairs will be performed by contractor representatives visiting RIA-JMTC.

However it may be possible that a component/part may be shipped out to other facilities to be repaired. If so, the contractor will be responsible to ship

8 | P a g e all parts and components. Return shipment of parts and components may be sent directly to the JMTC REPRESENTATIVE at RIA-JMTC.

F. When repairs and/or services are requested by either the JMTC REPRESENTATIVE or the Contractor, a draft service worksheet document shall be submitted by the contractor to the JMTC REPRESENTATIVE before said repairs/services are started. This informal document shall outline man-hours, materials, and all other expenses estimated to complete the work. The document shall include: date, equipment model/serial#, Rock Island Arsenal Asset number (RIA#) and identification of the contractors representative.

Authorization to proceed with repair/service shall either take place after the JMTC REPRESENTATIVE signs the draft service worksheet document or authorizes by email to the contractor. The Contracting Office and the JMTC REPRESENTATIVE shall be notified immediately of any service requirements, which are identified as extraordinary that would not typically be encountered in this type of service. This would include all parts and services not considered covered in this purchase order. The JMTC REPRESENTATIVE is authorized to place calls for service, parts/materials and component upgrades up to the amount stated in the service contract. In no event is the contractor authorized to exceed any cost limit set forth in the service contract.

G. Prior to contract award, the contractor shall identify a Primary and Alternate Contractor’s Technical (POC) for RIA notification purposes. RIA JMTC REPRESENTATIVE shall notify the Contractor’s Primary or Alternate POC of all maintenance requirements.

H. Warranty work: All services, materials & parts used shall include the standard commercial warranty. All repairs and adjustments shall be performed in accordance with the Original Equipment Manufacturers (OEM) specifications.

The contractor shall warrant that the services performed are in accordance with original equipment specifications and shall carry the standard commercial warranty.

I. Notification of Inspections and Tests: The equipment stated in Attachment # 0004 shall be inspected and/or tested to OEM specifications. A copy of any inspection, test or calibration report will be provided upon completion by the contractor. Equipment that has been calibrated/tested will have some type of calibration/test certification sticker and/or tag affixed to the component or unit.

This sticker or tag shall have the following information: calibration date, date of next calibration, technician and company name.

J. Upon Completion of services the Contractor shall prepare a Service Worksheet Report identifying man-hours, materials and other costs required to perform the required activities. The document shall include: date, equipment model/serial#, Rock Island Arsenal Asset number (RIA#) and identification of the servicing technician. All reports shall be legible, either hand written or electronic (preferred) in a Microsoft Word, Excel or PDF format. The reports shall be delivered to the JMTC REPRESENTATIVE within 5 days of the maintenance completion and prior to invoicing.

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INSPECTION/FINAL ACCEPTANCE

A. The JMTC REPRESENTATIVE will monitor contractor performance.

B. Upon successful completion of repairs, inspections, calibration, certification, preventative and predictive maintenance services of the equipment listed in Attachment # 0004.The JMTC REPRESENTATIVE will inspect the work and if acceptable sign the Report.

C. Once the JMTC REPRESENTATIVE has signed off on the delivered services and products, and received an invoice, the Contractor shall than invoice using Wide Area Workflow.

D. QUALIFICATIONS: All work performed shall be accomplished by a qualified cryogenic technician/field service engineer with at least 2 years’ experience on the systems stated in on Attachment # 0004. The contractor shall ensure that all systems indicated are in compliance with all applicable code requirements set forth by DOT, CGA, OSHA, and NFPA and that all services and repairs are done in compliance with such codes. The contractor shall supply cryogenic service technicians who are properly trained and qualified in the following areas:

DOT – 49CFR, CGA, OSHA 1910, ASSE 6015, ANSI/AWS B2.2, NFPA Code (50, 51, 53, 58, 70E and 101), and various system training provided by the manufacturers of said gas systems. When requested, the Contractor shall provide documented evidence of above qualifications.

CERTIFICATE OF ANALYSIS

Certificate of Analysis reports shall be supplied with orders upon request by the customer.

MARKING AND LABELING

The Contractor shall label all cylinders with a weather-proof label (able to withstand exposure to weather of all kinds without damage or loss of function) that includes the following information:

RETURN TO (insert Contractor’s name here) Contractor Contact Number 1-###-###-####

SERVICE AND DELIVERY LOCATIONS

See attachments 0002 and 0003

PERFORMANCE REQUIREMENTS

Performance tracking will start upon the issuance of the first delivery order, will be tracked on a monthly basis throughout the entire performance period and evaluated

10 | P a g e at the end of each performance period to determine compliance and overall level of performance. The initial performance period will start one year after date of contract award. Subsequent performance periods will be one year each.

TIME DEFINITE DELIVERY REQUIREMENTS

The Contractor shall ensure each order is satisfied within the following Time Definite Delivery (TDD) requirements:

TDD DELIVERY STANDARDS

Issue Priority Group

(IPG)

FOB

Destination

1 (High Priority) 8hrs or less

2 24hrs

3 7 Days

The Contractor has successfully filled demand when, the customer has received required product at the customer designated location within the specified TDD standard and delivery ticket is received. Partial deliveries shall not constitute compliance with the delivery requirement.

BACKORDERS

Any order not shipped complete shall be classified as a backorder. Backordered Delivery Orders will be included in the Delivery Disincentive.

REPORTING REQUIREMENTS

The Contractor shall provide the following in auditable reports via e-mail to the KO and/or Contract Specialist, or designated Contracting Representative, on an individual occurrence basis during the period of performance of the contract:

A. Weekly: The Contractor shall provide a Consolidated Delivery tracker that provides at a minimum: the type of Gas, Item Number (from Price Matrix), shipped to location, Delivery Date, Total quantities of cylinders replenished from each designated cage location, the total Bulk Tank consumption in each RIA JMTC tank by number and location. Contractor and JMTC REPRESENTATIVE will perform a thorough reconciliation with Signed delivery Tickets with corresponding vendor invoices entered in to WAWF for payment. Additional delivery information may be requested as needed by KO and/or Contract Specialist and the JMTC REPRESENTATIVE.

B. Monthly: The Contractor shall provide an inventory report to KO and/or Contract Specialist and the JMTC REPRESENTATIVE with the number of full cylinders delivered, number of empty cylinders taken, with total number cylinders currently

11 | P a g e on hand in each service location. Identifying adjustments made to the number of cylinders on the production floor balance with the tank rental invoiced in WAWF.

Contractor shall provide the KO and/or Contract Specialist and the JMTC REPRESENTATIVE with a report of all Bulk Tank gas deliveries made by product name and total monthly amounts dispensed by RIA JMTC tank number/location. Reconciling weekly reports with end month closing balances with the KO and/or Contract Specialist and the JMTC REPRESENTATIVE within 3 business days following the end of the month.

END OF CONTRACT SUPPORT

Upon expiration or termination of the contract, the Contractor will provide the Government all requested demand, forecast, and spend data and information necessary to prepare a follow-on solicitation. The Contractor may also be asked to provide supplier information.

CONTRACT EXPIRATION

Upon contract expiration, the Government will not purchase from the Contractor any inventory purchased by the Contractor to support the requirements of this contract. The Contractor may negotiate a commercial sale to the successor contractor, but the Government disclaims any responsibility or obligation to facilitate any such sale.

The Contractor shall continue to comply with the delivery requirements of this contract for all orders received.

CONTRACT TERMINATION

If the contract is terminated prior to the expiration date, the Contractor shall return all Vehicle Managed Inventory (VMI) and Government Furnished Property (GFP) to a designated location to be determined by the Government and at the expense of the Government. This shall be accomplished within thirty (30) days of the Government location identification. The Government reserves the right to buy any inventory purchased by the Contractor in support of this contract, at the contract price. The Contractor will also be responsible for providing all data, transfer records, and reports.

ATTACHMENTS

Attachment 0002: Cylinder/Bulk Gas Description and Locations Attachment 0003: JMTC Bulk Tank Map Attachment 0004: Equipment requiring Service and Maintenance