Draft SOW - Fuel Delivery Services 03 Aug 2026.pdf

SCOPE OF WORK (SOW) FOR INSTALLATION FUEL DELIVERY SERVICES

Project Title: Bulk Fuel Delivery Services for Garrison Facilities Location: Rock Island Arsenal (RIA), Rock Island, IL Period of Performance: The period of performance is to begin no later than 01 October 2026. The longevity of this contract will be no less than five years and no more than ten years.

1. General Overview:

The contractor shall provide all personnel, equipment, vehicles, supplies, supervision, and other items necessary to deliver bulk diesel fuel from existing storage tanks on the RIA to Garrison-owned generator fuel tanks. Deliveries will support installation Real Property facility generators and auxiliary pumps only.

2. Scope of Services:

The contractor shall ensure uninterrupted fuel supply to sustain base operations, life-safety systems, and tenant missions. Services include routine top-offs, on-demand deliveries, and emergency response fueling.

Requirement Category

Description of Contractor Responsibilities

Fuel Types & Quality

Delivery of DS-1 (winter-rated) diesel.

Delivery Locations

Deliver from above-ground storage tanks (ASTs) or underground storage tanks to permanently connected real property facility generators distributed across the installation.

Routine Deliveries

Establish and execute a "keep-fill" schedule for generators and main tanks to ensure fuel levels do not drop below 30% capacity.

Emergency Support

Provide 24/7/365 emergency delivery capabilities. The contractor must be able to deploy and dispense fuel within two hours of notification by the Contracting Officer Representative (COR).

3. Operational and Reporting Requirements:

Metering and Direct Billing: All delivery vehicles must be equipped with calibrated, certified meters. The contractor must provide itemized delivery tickets for every transaction.

Fuel Point of Contact (POC) Coordination: The contractor shall coordinate deliveries with the Installation Bulk Petroleum Officer and CORs prior to dispensing fuel.

Inventory Reporting and Deliverables: The contractor shall submit a digital report monthly stating the quantity of fuel (gallons) added to the fueling vehicle, the quantity (gallons) delivered to each location, and the date of each action. The contractor will always maintain a log stating the current fuel capacity within the fuel truck. The contractor shall report any issues encountered during the delivery process to the COR within 24 hours of encounter.

4. Environmental Compliance and Safety:

Spill Prevention: The contractor shall comply with the installation's Spill Prevention, Control, and Countermeasure Plan. The contractor is strictly liable for the protection of workers and bystanders, immediate containment, clean-up, restriction of ignition sources, and reporting of any fuel spills resulting from delivery operations. In the event of a fuel spill, the contractor shall notify the RIA Fire Department, Directorate of Public Works (DPW) Environmental, the COR and the Contracting Officer. Notification should be initiated immediately.

Safety Standards: Operations must comply with Occupational Safety and Health Administration (OSHA), Environmental Protection Agency (EPA), and applicable Department of War (DoW) safety manuals (e.g., EM 385-1-1). The contractor shall comply with all applicable Federal, State, and Local Laws, Regulations, and Directives. If the contractor fails or refuses to comply promptly with safety requirements, the Government may issue an order stopping all or part of the work until satisfactory corrective action has been taken. No part of the time lost due to any such order shall be made the subject of claim for extension of time or for excess costs or damages to/by the contractor. The contractor shall be responsible for enforcement of all safety requirements. Delivery personnel must use proper Personal Protective Equipment and grounding/bonding procedures during all fuel transfers.

The Contractor shall safeguard and maintain all Government and contractor property, as well as provide for the safety and well-being of personnel employed under this contract. The contractor shall comply with Army Regulation (AR) 385- 10, The Army Safety Program. All contractor employees shall wear a reflective vest or suitable substitute while working during darkness hours. The contractor shall be responsible for any injury to any contractor’s representative, or others, as well as for any damage to any personal or public property that occurs during the performance of this contract that is caused by the contractor’s fault or negligence.

Emergency Medical Treatment: The contractor's employees must immediately notify their supervisor of any accident requiring emergency medical treatment.

The contractor shall notify the KO or COR within one (1) hour of such an incident.

The contractor is responsible for the cost of emergency medical treatment for its personnel. However, the Government will provide, at no cost to the contractor, emergency response and transportation services to local medical facilities for injuries incurred by contractor employees while performing work under this contract.

Accident Reporting: The contractor shall comply with OSHA for record keeping and reporting of all accidents resulting in death, injury, occupational disease, or adverse environmental impact. The contractor shall notify the KO/COR no later than one hour after each such occurrence in writing via email.

5. Special Requirements:

Security Access and General Protection/Security Policy and Procedures: The contractor and all associated subcontractors’ employees shall comply with applicable Installation, facility, and local security policies and procedures. The contractor shall provide all information required for background checks to meet installation access requirements. The contractor workforce shall comply with all personal identity verification requirements as directed by DoW, Headquarters Department of the Army, and local policy.

All privately owned vehicles, motorcycles, contractor, or vendor-furnished vehicles, and equipment must enter the installation through designated secure access control points (ACPs). Under the present installation Force Protection Condition (FPCON), vehicle and equipment operators and passengers must possess a valid photo identification card to receive a visitor badge for access to the installation. Vehicle and equipment operators must also possess and be ready to show a valid state and/or commercial driver's license, current vehicle registration, and proof of state-required minimum liability insurance. As determined by the installation FPCON, an elevated FPCON may require additional security screening and/or limited installation access. All vehicles must be registered in accordance with (IAW) current requirements of the state in which they are registered.

Non-Common Access Card (CAC) Holders: All contractor personnel not possessing a CAC and requesting access to RIA shall request a gate pass at the Visitor Control Center (VCC) near the Moline Gate. All contractor personnel will be required to present a valid United States national or state-issued identification card that is scannable. Contractor personnel will receive a visitor's badge at the VCC indicating the length of access allowed. The maximum access length for visitor badging is one year. Once issued a valid visitor's badge, contractor personnel may enter any manned ACP/gate. All contractor personnel, their vehicles, equipment, and packages are subject to inspection or examination (search) upon entry or exit of the RIA.

Motor Vehicle Operators: Contractor’s personnel, whose tasks require operation of any vehicle, shall possess a valid driver’s license, certificates, and permits applicable for the type and class of vehicle being operated to include heavy equipment and material handling equipment.

Contractor Vehicle Registration: All vehicles must be registered IAW current state requirements. In addition, the contractor shall maintain a list of all contractor-owned or operated vehicles and trailers operating on the Installation at all times.

The list may be used in case of emergency or other contingencies. Evidence of state vehicle registration, vehicle ownership and vehicle liability insurance must be presented upon request.

Certification and Licensure: Contractor shall obtain all licenses and certifications required by Federal, State, and Local environmental laws and regulations necessary to adhere to the specifications of this contract. The contractor shall submit all plans, notifications, reports, submittal documents, and fees required by Federal, State, and Local environmental laws and regulations to the appropriate Federal, State, and Local authority and/or agency as necessary to adhere to the specification of this contract.

Security Training:

o iWATCH Training: The contractor, the contractor’s employees and associated subcontractors shall be briefed on the local iWATCH program.

Training standards will be provided by the RIA’s Anti-Terrorism Officer (ATO). This training is used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the RIA Police Department and the COR/Alternate COR (ACOR). The contractor shall complete the training within 30 calendar days of contract award and within 14 calendar days of new employees commencing performance with the results reported to the COR/ACOR no later than 30 calendar days after contract award and annually thereafter.

o Anti-Terrorism (AT) Level 1 Awareness Training. All contractor employees, to include subcontractor employees, requiring access to the RIA, its facilities and controlled access areas shall complete AT Level I awareness training within 30 calendar days of contract start date and within 14 calendar days of new employees commencing performance and send to the COR via both electronic and paper copy. The contractor shall complete the training within 30 calendar days of contract award and annually thereafter. Training will be provided by the RIA’s ATO upon request.

o Operational Security (OPSEC) Awareness Training. IAW AR 530-1, Operations Security, contractor employees shall complete Level I OPSEC Awareness training within 30 calendar days of contract award and within 14 calendar days of new employees commencing performance.

Completion certificates shall be sent to the COR via both electronic and paper copies. All contractor personnel shall complete Level I OPSEC Awareness training annually. Training will be provided by the RIA’s ATO upon request.

o DoW Cyber-Security Awareness. All contractor employees must complete the DoW Cybersecurity Awareness Training before issuance of network access and annually thereafter. Upon completion of training, the contractor shall submit training certificates to the COR.

6. Delivery Requirements:

The contractor shall supply the fueling vehicle from the fuel station located on RIA.

When refueling the vehicle, the contractor shall notify the Bulk Petroleum Officer via phone or email. The contractor will use the provided Enterprise Point of Sale system.

Fuel pumped from the ASTs will be invoiced directly to the Government by the Bulk Petroleum Officer.

All fuel will be delivered to storage tanks used to operate generators and auxiliary pumps on Rock Island Arsenal. All generators and auxiliary pumps are real property, Government-owned assets. Generator locations can be found in Attachment 1, Generator List – Rock Island. The region for fuel pickup and delivery is under 5 miles per trip and within a one-mile radius of the fuel station.

Delivery service will be performed in coordination with the Base Operations Support Services (BOSS) contractor, as the BOSS contractor shall inspect the fuel levels of emergency generators and provide the amount (in gallons) required to refuel tanks to the optimal fueling level.

7. Schedule:

Standard Schedule: The contractor shall be able to deliver fuel on all working days during regular business hours. Deliveries will be on an as-needed basis per site. Top-off fueling is allowable for tanks and fuel delivery vehicle. The BOSS contractor will be responsibility to ensure fuel levels do not drop below 30% capacity and have ample head space capacity.

Emergency Schedule: During emergency outage, the contractor shall be able to deliver fuel on a two-hour response time upon notification of the COR. Priority refueling will be performed by direction of the COR. RIA will consume up to 510 gallons per hour in existing backup generators if a blackout occurs. See Attachment 2, RIA Emergency Generator Refueling Plan. The Government will determine when surge capacity is required. All labor and materials in support of an emergency outage will be funded directly as time-worked rather than fixed price.

Scheduled Outages: The Government schedules emergency response exercises periodically, typically once every two-three years. The Government will provide adequate planning notice to respond to scheduled outage events.

8. Fueling Vehicle Requirements:

The contractor is responsible for providing a fueling vehicle. Standard fueling equipment is sufficient as all roads are be paved or gravel. Deliveries will be made directly to storage tanks (above or under ground) adjacent to the generators. A detailed map of all fueling locations will be provided upon award. The contractor will be provided space to store the vehicle on the RIA. The fueling vehicle may maintain fuel within the tank in between deliveries. It is recommended that the fueling vehicle remain filled for optimal emergency readiness.

9. Quantity:

The estimated annual quantity is 17,000-20,000 gallons per year, subject to change based on operational demands. A single delivery may include multiple tank locations.

On average, fuel is delivered three times per month.