B08_40563383_RFQ_Att1_Statement_of_Need_BPA_Terms.pdf

Valles Caldera National Preserve

Statement of Need for Propane

Blanket Purchase Agreement (BPA)

February 2022 – February 2027

4 February 2022

I. Description of Agreement:

a. A blanket purchase agreement (BPA) is a simplified method of filling anticipated repetitive needs for supplies by establishing "charge accounts" with qualified sources. A

BPA allows for a call or order be made as supplies are required.

b. Propane is required for a five-year BPA supporting locations at Valles Caldera National

Preserve (VALL). Propane is to be delivered to the above ground propane tanks located in either the Headquarters (HQ) complex, the Preserve, or both.

c. Deliveries will be on an on-call basis. When requested by the Park Representative and/or the Contracting Officer, the contractor shall provide the propane within four (4) business days.

d. Propane is anticipated to be ordered in quantities of 1,500 gallons or more, and delivered to one or more locations at a time.

e. Locations may be remote, and include:

i. Headquarters location has two 1,000 gallon above ground tanks.

Headquarters

090 Villa Louis Martin

Jemez Springs, NM 87025

ii. Entrance Station has one 500 gallon above ground tank.

The Preserve

39201 NM-4

iii. Contact Station has one 500 gallon above ground tank.

iv. Baca Lodge/A-Frames has two 1,000 gallon above ground tanks.

f. The contractor shall provide firm-fixed pricing based on the current posted price on the effective date (date of delivery) plus the Contractor’s add-on (markup), rounded to the nearest cent. The Price List for the BPA shall be updating at least annually, and at the request of either the Contracting Officer and/or Contractor. The Price List shall not be updated more than monthly.

II. Extent of Obligation:

a. The Government is obligated only to the extent of authorized deliveries actually made under the BPA.

b. The Park Representative and/or Contracting Officer (CO) must confirm there is funding available on a BPA Call prior to delivery.

c. All deliveries shall be coordinated directly with VALL NPS representative, Michael

Hodgkinson.

III. Purchase Limitations:

a. There is no purchase limitation other than the funding provided by the BPA.

b. It is anticipated the maximum per year will not exceed $20,000.00.

IV. Delivery Tickets/Service Receipts:

a. The contractor shall provide a detailed receipt for all deliveries under the agreement upon completion of the service. The following minimum information must be provided:

i. Name of supplier

ii. BPA number

iii. Date(s) of purchase/delivery

iv. Call number

v. Itemized list of propane furnished

vi. Quantity, unit price, and extension of each item, less applicable discounts, to detail total cost

V. Invoicing/Payment:

a. A summary invoice shall be submitted at least quarterly, but no more than monthly, for all deliveries made during the period, identifying the delivery tickets covered therein, stating their total dollar value, and supported by receipt copies of the delivery tickets.

b. Upon receipt and acceptance of each call, completed invoices will be reviewed and processed by the VALL NPS representative. Upon verification, an invoice must be submitted in IPP for approval.

c. Contractor shall invoice per the payment clause of the contract after coordination with the

Contracting Officer.