Attachment_1__SOW.pdf

v1

Pine Ridge Agency Branch of Facilities Management

Statement of Work (SOW) Propane Supply & Delivery

Document Revision History Version No. Description of Changes Date v1 Added task “l.” under Description of Tasks to include negotiated terms for depositing residual propane into the larger tank at a reduced rate.

1/24/2025

General Requirements

The Bureau of Indian Affairs (BIA), Pine Ridge Agency, Branch of Facilities Management in Pine Ridge, South Dakota provides operation and maintenance to all agency facilities and requires liquefied petroleum (LP) gas (i.e., propane) delivery services. Propane is used as a source of heat for BIA-owned facilities, as well as emergency back-up generator power.

Scope

The contractor shall provide bulk delivery of liquefied petroleum (LP) gas (propane) as needed to the locations listed in Table 1 (attached). Delivery may be in less than full truck loads and may be required within 24 hours in case of emergencies. Preferable delivery time will be during normal working hours, Monday through Friday, 8:00 am MT to 4:30 pm MT, with the exception of Federal 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.

This is a contract for the supplies and services specified in this statement of work (SOW). The total estimated quantity for a 4 month period is 120,000 gallons of propane. This estimate is not a representation to the contractor 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 attached FAR clauses. 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.

Period of Performance

The period of performance shall be 4 months, from December 1, 2025 to March 30, 2026.

Description of Tasks

The contractor shall furnish all supplies, labor, materials, services, and equipment necessary in the performance of this contract in accordance with federal and state guidelines, standard industry processes, and safety procedures.

Contract performance and delivery of supplies shall be within the individual delivery order quantity and period of performance dates.

The contractor shall meet the following requirements:

a. Deliver propane on an as-needed basis to the locations listed in Table 1 (attached).

b. Provide a mechanism for remote monitoring of propane levels for each LP 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

c. Provide tank level reports to the Agency POC by email at least once per month. Monthly reports shall be sent on the first Monday of each month, beginning 30 days after the period of performance state date. If the first Monday falls on an observed Federal holiday, the report is due the next business day.

d. Notify the Agency POC via email and phone when propane levels reach a pre-set low level. The Agency POC will provide the pre-set low levels in writing within 5 business days of the contract award date.

e. Deliver propane to each tank as often as required to keep levels above the pre-set low levels. The Agency POC will provide the pre-set low levels in writing within 5 business days of the contract award date.

f. Perform services and deliver supplies that do NOT exceed the quantity and period of performance dates on individual delivery orders.

g. Provide a delivery ticket to the Agency POC, or their designated alternate, for verification and signature after each delivery.

h. Deliver propane within 24 hours of receiving a request for delivery from the Agency POC in case of emergencies. All requests for deliveries shall be made within the individual delivery order quantity and period of performance dates.

i. Provide Liquid Propane (LP) Gas MSDS data sheet.

j. Provide constant surveillance during delivery by having a person in attendance at all times at the point of transfer.

k. Spillage: Accidental release or spillage during delivery of the product by the contractor shall result in the contractor being held responsible for all costs associated with the cleanup and disposal of all contaminated soil. When a spill occurs, the contractor shall immediately notify the Department of Environmental Protection (DEP). Cleanup and disposal must be conducted in accordance with state and federal regulations and guidelines.

l. If the quantity needed to keep tanks above the pre-set low levels is less than 3,500 gallons, the remaining propane can be deposited into the larger tank at a discounted price.

Inspection and Acceptance

Inspection and acceptance of services shall be performed by the Agency POC identified below.

Correspondence

The contractor 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 contractor 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.

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 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 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 contractor shall be responsible for notifying the Contracting Officer of any potential issues or concerns - technical, scope or financial -concerning this contract.

Non-payment for Unauthorized Work mailto:Vincent.Martin@bia.gov mailto:Madisen.Bourland@bia.gov

Key Deliverables

Deliverable Objective Due

Propane delivery Deliver propane to each tank listed on Table 1 to keep levels above the pre-set low levels.

As needed*

Remote tank monitoring

Remote monitoring of propane levels for each LP tank.

Continuous monitoring

Tank level reports Send the Agency POC monthly tank level reports by email.

First Monday of each month, beginning within 30 days of the period of performance start date

Pre-set low level notification

Send the Agency POC notification via email and phone when propane levels reach the pre-set low level.

As needed*

Emergency delivery Deliver propane within 24 hours of an emergency low level condition.

As needed*

Delivery ticket Provide a delivery ticket to the Agency

POC.

After each delivery

MSDS data sheet Provide Liquid Propane (LP) Gas MSDS data sheet.

TBD

*Within the individual delivery order quantity and period of performance dates.

TABLE 1

# Location

LP Tanks Quantity &

Capacity

*Estimated Monthly

Requirement

Pine Ridge Adult Offenders Facility (AOF) 1001 Horse Thief Parkway, S Hwy 407, bldg.

1001, Pine Ridge, SD 57770

(1) 20,000 gal. 4,000 gal.

Justice Center 1001 Horse Thief Parkway, S Hwy 407, bldg.

DC1, Pine Ridge, SD 57770

(5) 1000 gal. 1000 gal.

Pine Ridge Agency Fire Department 1001 Agency Rd, bldg.158, Pine Ridge, SD 57770

(2) 500 gal. 500 gal.

Pine Ridge OST Road Department East US Hwy 18, bldg. 163, Pine Ridge, SD 57770

(1) 2,250 gal. 1,000 gal.

Pine Ridge Agency Facilities Management Shop 1001 Agency Rd, bldg. 50, Pine Ridge, SD 57770

(1) 1,000 gal. 500 gal.

Pine Ridge Agency Facilities Management Warehouse 1001 Agency Rd, bldg. 171, Pine Ridge, SD 57770

(1) 1,000 gal. 500 gal.

Kyle OST Road Department BIA Hwy 2, bldg. 375, Kyle, SD

(1) 1,000 gal. 500 gal.

Kyle JDC and Adult Correction Facility (ACF) BIA Hwy 2 & Jail Rd., bldg. 377 & bldg. 354, Kyle, SD

(1) 9,500 gal. &

(2) 2,000 gal.

3,500 gal.

Water Booster Station 1 S US Hwy 407 & Holy Cross Cemetery, Pine Ridge, SD 57770

(1) 500 gal. 250 gal.

Water Booster Station 2 S US Hwy 407 & Horse Thief Parkway, Pine Ridge, SD 57770

(1) 500 gal. 250 gal.

Sewer Lift Station S US Hwy 407 & Old Dump Rd, Pine Ridge, SD 57770

(1) 500 gal. 250 gal.

**Porcupine Communications Tower N BIA Hwy 25, Porcupine, SD 57772 **3 mi from Porcupine SD, then NW off road 5 mi on dirt road

(1) 500 gal. 250 gal.

*Estimated Annual Requirement 68,000 gal.

*Quantities shown are estimates ONLY and may change depending on the weather and outside air temperature.