Attachment 4. PWS Propane IDIQ dated Jan 2026.pdf

Performance Work Statement (PWS)

For Indefinite Delivery, Indefinite Quantity (IDIQ) Contract

Propane Gas and Related Services

Beale Air Force Base, CA

January 2026

1. DESCRIPTION OF SERVICES

This is an Indefinite Delivery, Indefinite Quantity (IDIQ) contract with Firm-Fixed-Price (FFP) and Economic Price Adjustment (EPA). Services will be ordered via individual orders. The total value of all orders under this IDIQ, will not exceed $3,400,000. The maximum value of orders per year will not exceed $690,000. The Contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary to perform propane delivery, tank maintenance, and tank replacement/purchase services at Beale AFB, CA. Services shall be provided in accordance with this PWS, applicable laws, regulations, and industry best practices. The specific requirements for each task will be outlined in individual orders.

2. SCOPE

The contractor shall deliver ten (10) new above-ground propane tanks to government-owned facilities located at Beale Air Force Base (AFB), California, in designated locations identified by the Government, ensuring compliance with all applicable codes, safety standards, and specifications outlined in individual orders. In addition to the purchase and delivery, the Contractor shall perform recurring propane delivery services to refill the tanks as needed to maintain uninterrupted operations, while monitoring and maintaining fuel levels to prevent depletion and service interruptions. The Contractor shall also conduct preventative maintenance on all government-owned propane tanks, components, and associated equipment in accordance with (IAW) manufacturer recommendations and industry best practices. On-call maintenance services shall be provided as required to address malfunctions or safety concerns. All services shall be performed IAW this Performance Work Statement (PWS), applicable laws, regulations, and industry best practices, with specific delivery, maintenance, and response requirements detailed in the individual orders issued under this contract.

3. REQUIREMENTS

The Contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary to perform the following tasks:

3.1. Purchase and Delivery of Propane Tanks

The Contractor shall provide and deliver ten (10) new above-ground propane tanks to designated locations at Beale AFB, California, with capacities specified in individual delivery orders. All tanks shall be delivered in a ready-to-use condition, meeting or exceeding applicable safety codes, manufacturer specifications, and regulatory requirements. The Contractor shall coordinate with the Government and provide the Contracting Officers Representative (COR) with an approved delivery schedule for each location specified at the task order level. Propane tanks shall be delivered within three (3) business days of the approved schedule dates and any delays shall be reported to both the COR and the Contracting Officer (CO) within 24 hours of occurrence.

Upon completion of delivery, the Contractor shall proceed with providing propane delivery, preventative maintenance, and on-call services on government-owned tanks as specified in individual task orders.

3.2. Propane Delivery Services

The Contractor shall deliver propane to government-owned tanks ranging from 500 to 10,000 gallons in capacity, with specific tank sizes and locations identified in each individual order. The Contractor shall monitor and maintain fuel levels to prevent depletion and service interruptions. Specific monitoring requirements, delivery schedules, and delivery frequency, will be outlined in individual orders. The Contractor shall provide a delivery slip, upon delivery, for each delivery, signed by the receiving party or the COR.

3.2.1. Propane Pricing (Firm-Fixed-Price Delivery Fee with Economic Price Adjustment for Propane Commodity) The price for the propane commodity shall be determined based on the weekly average rack price published in Butane-Propane News (BPN) for the San Joaquin, CA location, in accordance with the Economic Price Adjustment addendum to FAR 52.212-4 in this contract. The unit price for propane is not fixed but will be adjusted weekly IAW the applicable BPN rate for the week in which delivery occurs. A separate, firm-fixed delivery price per gallon shall be proposed at contract award and will remain unchanged for the life of the contract.

The proposed delivery price shall include all other contractor incurred costs, including labor and transportation.

3.2.2. Price Adjustment Application

The Economic Price Adjustment based on the BPN index shall be applied automatically to each delivery. No separate negotiation or contract modification is required to implement price adjustments that are based on the published weekly BPN rate.

3.2.3 Documentation and Invoicing:

The Contractor shall provide the following documentation with each monthly invoice:

• A copy of the BPN San Joaquin, CA weekly price index for each week propane was delivered.

• A delivery log showing date, location, and quantity of propane delivered for each delivery.

• The Contractor’s vendor invoice substantiating the actual price paid (if propane is purchased from a third-party wholesaler).

• A breakdown of total gallons delivered, unit cost based on BPN, and total extended cost per delivery.

3.3 Tank Maintenance Services

The Contractor shall provide all required maintenance services for government-owned propane tanks and associated systems located at Beale AFB. All maintenance activities performed under this contract shall conform to the latest revisions of applicable industry standards, laws, and regulations. At a minimum, the Contractor shall adhere to the National Fire Protection Association (NFPA) 58, Liquefied Petroleum Gas Code, and all manufacturer's recommendations for the specific equipment being serviced. In cases of conflict between the requirements of this Performance Work Statement (PWS) and the cited industry standards, the Contractor shall meet the more stringent requirement. These services are categorized into two distinct types: Preventive Maintenance and On-Call Maintenance.

3.3.1 Preventive Maintenance

The Contractor shall perform scheduled preventive maintenance services for all designated propane tanks and associated systems. This proactive maintenance aims to prevent equipment failures, ensure optimal performance, and extend the lifespan of the systems.

• Frequency: Performed semi-annually unless otherwise specified in an individual order.

• Preventive maintenance actions include, but not limited to:

• Inspection for corrosion, leaks, and physical damage.

• Leak testing at fittings and regulators.

• Verification of regulator operation.

• Cleaning and lubrication of components.

• Documentation of services performed.

• For each preventive maintenance event, the Contractor shall submit:

• A completed maintenance checklist.

• Photos of any identified deficiencies (if applicable).

• A summary report submitted to the COR within five (5) business days of service completion.

3.3.2 On-Call Maintenance

The Contractor shall provide unscheduled, on-call maintenance services for propane tanks and associated systems located at Beale AFB. This service addresses non-emergency issues requiring attention within specified timeframes to ensure the continued safe and efficient operation of the propane systems. The Contractor's unscheduled/on-call maintenance actions include, but are not limited to:

• Leak Repair

• Valve and Regulator Replacement

• System Diagnostics

• Component Adjustment

• Safety Inspections

In emergency situations the 9th Civil Engineering Squadron (9 CES) will perform the necessary actions for immediate shutdown.

3.3.2.1 Response and Arrival

The Contractor shall respond to notifications from the COR or Contracting Officer (CO) within eight (8) hours of notification. Unless otherwise specified by the COR, the Contractor shall arrive on-site at Beale AFB within twenty-four (24) hours of notification for all non-emergency on-call maintenance requests.

3.3.2.2 Service Execution

Upon arrival, the qualified Lead Technician shall promptly perform troubleshooting to determine the cause of the issue. If immediate repairs can be made using available parts and materials, the Contractor shall proceed with the repair in accordance with industry standards and manufacturer specifications.

If additional parts or materials are required, the Contractor shall notify the COR of the findings before departing the site. This notification shall include a description of the issue, a list of parts or materials needed, and an estimated delivery and installation schedule. The Contractor shall provide on-going updates to the COR until the repair is completed, including any changes to the estimated completion date. If the tanks cannot be returned to operational status within eight (8) hours, the Contractor must submit a Service Order (SO) for CO/COR evaluation and approval. The official repair SO document must include the relevant facts and proposed costs for the situation.

3.3.2.3 On-Call Maintenance Technician Qualifications

The On-Call Maintenance Technician performing services shall possess the following minimum qualifications:

• Certified Employee Training Program (CETP) Certification offered by the Propane Education & Research Council (PERC).

• OSHA 10-Hour or 30-Hour Safety Certification for general workplace safety and hazard communication.

3.3.2.4 Documentation and Reporting

The Contractor shall document all work performed for each on-call maintenance visit. The Contractor shall maintain site-specific maintenance logs and the Contractor is also responsible for providing records upon completion of each on-call maintenance services to the COR.

A work report shall be submitted to the COR and CO within twenty-four

(24) hours of service completion. This report shall outline:

• The problem identified.

• Actions taken to resolve the problem.

• All parts, materials, and consumables used.

• Any recommendations for future maintenance or system improvements.

3.3.2.5 Safety and Warranty

The Contractor shall adhere to all applicable federal, state, local, and Department of Defense (DoD) safety regulations and standards throughout the on-call maintenance process. All work shall be performed without voiding existing equipment warranties, as outlined in this PWS para. 3.5.

3.3.3 Parts Availability

• Government-Furnished Parts: The Government shall provide all necessary parts required for propane system repairs. For the purpose of this contract, parts are defined as:

• Major operational components (e.g., regulators, valves, gauges, electronic monitoring systems).

• Any item that is proprietary, non-standard, or specific to a particular equipment model. This includes any custom-manufactured gaskets, specialized fittings, or proprietary fasteners specified by the Original Equipment Manufacturer (OEM) that are not commonly available.

• Contractor-Furnished Materials: The Contractor shall furnish all necessary materials, labor, tools, and expertise required to complete maintenance and repair services using Government-furnished parts. For the purpose of this contract, materials are defined as:

• Standard, consumable, and commonly available items required for the execution of a repair. These are items a qualified technician is expected to carry for routine service. Examples include, but are not limited to: pipe dope, thread sealant, lubricants, cleaning agents, standard fasteners (e.g., common nuts, bolts, washers), and common, non-proprietary gaskets and fittings (e.g., standard NPT fittings).

• Unavailability of Government Parts: If a repair requires a Government-Furnished Part that is not available, the Contractor shall not proceed with that portion of the repair. The Contractor must immediately notify the COR and submit a Service Order (SO) for evaluation and approval, detailing the required part(s).

• Documentation: The Contractor shall document the reason for any service delay due to parts unavailability and the coordinated retrieval plan with the COR in the maintenance report.

3.4 Tank Purchase / Replacement

• The Government may issue orders to purchase additional tanks to support mission needs.

• All new tanks shall comply with NFPA 58, Title 49 CFR Parts 100- 199 (DOT regulations), and any applicable state/local codes.

• Tank installation shall include all necessary regulators, valves, fittings, and safety features.

• Installation Costs: Installation costs are firm-fixed price and established at contract award for the life of the contract.

• Order Pricing: Orders for tank purchases will reference the Propane Tank Purchase CLIN and specify the tank type and size being purchased.

3.5 Repair Services and Warranty Protection

• Warranty Requirements: All propane tanks provided under this contract shall include the manufacturer's standard commercial warranty as offered in the commercial marketplace. The Contractor shall provide documentation of the manufacturer's warranty terms and conditions with each tank delivery. At a minimum, any manufacturer's warranty should be appropriate for the Government's intended use and provide coverage against defects in materials and workmanship for a reasonable period consistent with industry standards for commercial propane storage tanks. The Contractor shall coordinate warranty claims with the manufacturer when requested by the Government and provide reasonable assistance in warranty claim processing. The Contractor shall provide the Government with manufacturer warranty contact information and procedures for warranty claims at the time of tank delivery and acceptance.

• The Government will provide all necessary parts required for propane system repairs, in accordance with section 3.3.3.

• The Contractor shall perform all repairs services using Government-furnished parts and Contractor-furnished materials in accordance with manufacturer specifications and industry standards.

• For any newly procured tanks or components under warranty, the Contractor shall coordinate with the Government to ensure that repairs or modifications do not void any existing warranties.

• The Contractor shall not perform any work that could compromise or invalidate a manufacturer’s warranty without prior written authorization from the Contracting Officer Representative or the Contracting Officer.

• The Contractor shall immediately notify the Government if any repair action may affect warranty coverage and await direction before proceeding.

4. SERVICE SUMMARY.

The Service Summary (SS) outlines the minimum standards with delivery method and promotes continuous improvement in contractor performance. The contract service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimally acceptable levels of service required for each performance objective. The SS provides information on contract requirements, the expected level of contractor performance and the expected method of government validation and confirmation of services provided. These thresholds are critical to mission success. Procedures as set forth in FAR 52.212-4(a), Contract Terms and Conditions

- Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies. in FAR 52.212-4(a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies.

Performance Objective PWS Para.

Performance Threshold

PO-1: Timely and Compliant Tank Delivery: The contractor shall deliver new propane tanks within the scheduled timeframe and in compliance with all safety codes, manufacturer specifications, and regulatory requirements.

3.1 95% of tanks delivered within three (3) business days of approved schedule dates, meeting or exceeding all applicable safety codes and specifications.

PO-2: Reliable Propane Delivery Services: The contractor shall deliver propane to maintain uninterrupted operations by monitoring fuel levels and preventing depletion while providing proper documentation for each delivery.

3.2 95% of scheduled deliveries completed on time with no service interruptions due to fuel depletion, and 100% of deliveries documented with signed delivery slips.

PO-3: Accurate Price Reporting and Documentation: The contractor shall track propane rates, submit quarterly data, and provide complete monthly invoicing documentation with proper price notifications.

3.2.1, 3.2.2, 3.2.3

95% of quarterly rate data submissions on time, 100% of price increase notifications within 5 business days when 3% threshold is exceeded, and 100% of monthly invoices include all required documentation.

PO-4: Effective Preventive Maintenance: The contractor shall perform scheduled preventive maintenance to prevent equipment failures and ensure optimal performance of propane systems.

3.3.1 100% of semi-annual preventive maintenance completed on schedule with maintenance checklist and summary report submitted within five

(5) business days of completion.

PO-5: Responsive On-Call Maintenance: The contractor shall provide timely response to maintenance requests and complete repairs within specified timeframes to ensure continued safe operation.

3.3.2, 3.3.2.1, 3.3.2.2

95% response within 8 hours of notification, 90% arrival on-site within 24 hours for non-emergency requests, and 90% of repairs completed within 8 hours or Service Order submitted.

PO-6: Qualified Personnel and Safety Compliance: The contractor shall provide properly certified technicians and maintain all safety and warranty requirements throughout service delivery.

3.3.2.3, 3.5, 8, 10.5

100% of technicians possess required CETP and OSHA certifications, and 100% compliance with all safety regulations with no warranty violations.

PO-7: Complete Documentation and Reporting: The contractor shall provide timely and accurate documentation for all maintenance activities and comply with reporting requirements.

3.3.2.4 95% of work reports submitted within 24 hours of service completion with complete problem identification, resolution details, and recommendations.

4.1 Quality Assurance

The government shall inspect and evaluate the contractor’s performance to ensure services are received in accordance with requirements set forth in this PWS. The COR will use the contractor’s work schedule to record surveillance results. This surveillance record then becomes the official Air Force record of the contractor’s performance.

4.2 Deliverables

The contractor shall provide the following deliverables. Acceptance of final documents is subject to Government approval. All deliverables shall be submitted via email to the COR and CO.

PWS Para. Deliverables Due Date

3.1 Tank Delivery

Schedule Upon individual order award

3.1 Delay Notification Within 24 hours of occurrence

3.2 Signed Delivery Slips Upon each delivery

3.2.1 Quarterly Rate Data

Submission Quarterly

3.2.2 Price Increase

Notification

Within 5 business days of 3% threshold

3.2.3 Monthly Invoice with

Documentation

Monthly

3.3.1 Preventive

Maintenance Checklist

Upon completion of each semi-annual maintenance

3.3.1 Preventive

Maintenance Summary Report

Within 5 business days of service completion

3.3.1 Photos of Identified

Deficiencies (if applicable)

Within 5 business days of service completion

3.3.2.2 Service Order (SO) for

repairs exceeding 8 hours

As required when tanks cannot be returned to operational status within 8 hours

3.3.2.4 On-Call Maintenance

Work Report

Within 24 hours of service completion

3.3.2.4 Site-Specific

Maintenance Logs

Upon completion of each on-call maintenance service

3.3.3 Parts Unavailability

Documentation

When Government cannot provide necessary parts

3.5 Warranty

Documentation

Upon tank delivery and acceptance

9 Entry Access Listing

(EAL)

5 business days prior to start of work

5. GOVERNMENT-FURNISHED PROPERTY AND SERVICES

• The COR will coordinate site access and inspection times.

• The Government is not responsible for loss or damage to Contractor equipment or supplies left on site.

• Any damage to facilities occurring during this contract caused by the Contractor shall be repaired or replaced by the Contractor at no cost to the Government.

6. CONTRACTOR-FURNISHED ITEMS

The Contractor shall furnish all:

• Vehicles, tools, safety gear, standard and common fittings (as defined in Section 3.3.3), and hoses.

• Licensed personnel to operate and deliver propane.

• Spill containment and cleanup materials.

• All necessary certifications and permits.

7. HOURS OF OPERATION

Standard deliveries shall occur Monday through Friday, 0700–1600. Specific delivery windows may be specified in individual DOs. The following Federal holidays are observed:

New Year's Day 1 January Martin Luther King’s Birthday Third Monday in January President's Day Third Monday in February Memorial Day Last Monday in May Juneteenth 19 June Independence Day 4 July Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day 11 November Thanksgiving Day Fourth Thursday in November Christmas Day 25 December

8. SAFETY AND ENVIRONMENTAL REQUIREMENTS

The Contractor shall comply with:

• OSHA standards (29 CFR 1910)

• DOT Hazmat transportation regulations

• NFPA 58: Liquefied Petroleum Gas Code

• All applicable state/local codes and Air Force safety regulations

• All personnel shall be trained and certified to handle hazardous materials and perform tank maintenance safely. The Contractor shall provide documentation of training and certifications upon request.

9. SECURITY REQUIREMENTS

The contractor shall comply with all requirements and procedures IAW DAFFARS 5352.242-9000, Contractor Access to Department of the Air Force Installations. The contractor shall obtain base identification and vehicle passes, if required, for all contractor personnel who make frequent visits to or perform work on the Department of the Air Force installation(s) cited in the contract. Contractor personnel are required to wear or prominently display installation identification badges or contractor-furnished, contractor identification badges while visiting or performing work on the installation. An Entry Access Listing (EAL) shall be turned into the government appointed Project Manager within 5 business days prior to the start of work on base. The EAL will be sent to Security Forces who will conduct a background check on each employee. Upon clearance and approval, the contractor will be notified and will have approximately ten days to get their base passes from Pass & ID. During performance of the contract, the contractor shall be responsible for obtaining required identification for newly assigned personnel and for prompt return of credentials and vehicle passes for any employee who has quit, been terminated, or no longer requires access to the work site.

10 GENERAL

10.1. Base Closures. Work scheduled, but not accomplished, during a base closure due to weather, exercises, or actual alert, will be accomplished as soon as possible after reopening of the base.

10.2. Traffic Laws. The contractor and their employees shall comply with all installation traffic regulations.

10.3. Cellular Phone Operation Policy. The contractor shall comply with local base policies regarding cellular phone operation.

10.4. Schedule Coordination. The Contractor shall be responsible for coordinating all phases of work with the COR during period of performance.

10.5. Personnel. Contractor personnel shall present a neat appearance. Contractor personnel shall be easily recognizable while on the installation in conjunction with this contract. This shall be accomplished through the wear of distinctive clothing, overcoats, or hats, bearing the company name or logo. The coloring or design of the items selected should be such that identifies personnel easily and quickly for reasons of safety and personal protection.

10.5.1. The government is authorized to restrict base access to any contractor employee or prospective contractor employee, who is identified as a potential threat to the health, safety, security, general wellbeing, or operational mission of the installation and its population.

11. DAMAGE TO GOVERNMENT/PRIVATE PROPERTY

Damage to Government buildings, equipment and vegetation is addressed in clause FAR

52.237-2 – Protection of Government Buildings, Equipment, and Vegetation. The Contractor shall use reasonable care to avoid damaging existing buildings, equipment, and vegetation on the Government installation. If the Contractor’s failure to use reasonable care causes damage to any of this property, the Contractor shall replace or repair the damage at no expense to the Government as the Contracting Officer directs. If the Contractor fails or refuses to make such repair or replacement, the Contractor shall be liable for the cost, which may be deducted from the contract price.

12. ENVIRONMENTAL CONTROL

The Contractor shall comply and assure that all subcontractors comply with all applicable federal, state, and local laws, regulations, ordinances, policies, and standards related to environmental matters.

13. SERVICE CONTRACTING REPORTING (SCR)

For FY20 and beyond, contractors will report manpower data relating to the performance of services contracts in the System for Award Management (SAM). The secure data website (http://www.sam.gov) is the collection point for this information. User manuals are available at the SAM website. Contractors may direct questions to the SAM help desk.

13.1 Reporting. Reporting inputs will be for the direct labor executed during each Government fiscal year (FY), which runs 1 October through 30 September.

While inputs may be reported any time during the FY, all data for the FY shall be reported no later than 31 October of each calendar year. The contractor shall notify the contracting officer via e-mail when all prime contractor and subcontractor input is complete. Uses and Safeguarding Information: Information from the secure web site is considered to be proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the contractor’s name and contract number associated with the data.

http://www.sam.gov/