PropaneHeatingfuelReqdoc9-11.docx

DESCRIPTION OF REQUIREMENTS

FOR

FUEL OIL/PROPANE SUPPLY

ROME RESEARCH SITE FACILITIES

Project NR: ULDF12-0601

AIR FORCE RESEARCH LABORATORY

ROME RESEARCH SITE

ROME NEW YORK

12 October 2011

1.0 DESCRIPTION OF REQUIREMENTS. The Contractor shall provide all management, tools, supplies, equipment, and labor necessary to ensure that fuel is delivered to Government owned fuel storage tanks at Rome Research Site Facilities in a manner that will maintain a satisfactory and safe environment.

1.1. The Contractor is required to respond to requests for fuel delivery within five working days of receipt. The contractor shall complete the delivery within this timeframe. A list of persons authorized to request fuel deliveries will be provided by the Contracting Officer. This list will be updated as necessary.

1.1.1. The Contractor shall provide auto fill fueling for all heating tanks in the middle and end of each month during the winter heating season.

1.1.2 Fuel deliveries will be performed between the hours of 0800 and 1600, on Mon-Fri, excluding Government holidays. The Contractor is responsible to notify the designated point of contact to gain access to the site. Upon completion of the delivery the contractor will obtain the signature of the designated point of contact on the delivery ticket. A copy of each delivery ticket will be left at the site. The ticket will include the following information, type of fuel delivered, quantity of fuel delivered, tank or facility number(s), date and time of delivery, and name of the contractor delivering the fuel.

1.1.3. Schedule of fuel products to be provided:

1.1.4. Schedule of tanks to be serviced.

Propane

2. GENERAL INFORMATION.

2.1. SECURITY REQUIREMENTS.

2.1.1. The work to be done on this contract is located primarily at remote, off-base sites as well as in and around areas that are under the scrutiny of the Department of Defense Police assigned to the RRS Information Directorate. To gain access to the contract fuel delivery locations areas, arrangements must be made through the Contracting Office.

2.1.2. When it has been determined which Contractor will accomplish the contract, a Visit Request from the company, preferably on Company letterhead, will be necessary prior to initial fuel delivery. The Visit Request letter needs to be signed by the Company President or Director of Human Resources. The Visit Request will also be used as the Entry Authority List. The Contractor will supply the Visit Request to Security (AFRL/RIOF) through the Contracting Office. The Visit Request can be done via RRS Visit Request Form, AFMC Form 97 (found on the AFRL web page, https://rlweb.rl.af.mil/security/) or a simple Company Letterhead letter identifying all personnel who will be employed during the work. The request will contain a full name to include a middle initial, date of birth, state of driver’s license issuance and place of birth. This information will be used to do a Local Files Check. This check will provide Drivers License Info, Wants & Warrants and Protection Orders and will also provide information on Illegal Immigration and suspected terrorist affiliations. The Local Files Check will also be accomplished prior to the first fuel delivery. If the individual is not a US Citizen they will not be allowed within the complex or facilities. If, the individual is not a US Citizen but has a Green Card, Form I-551 or has the I-551 stamp on their passport, Security will need to see either one. There will be no foreign national workers allowed on the Rome Research Site.

2.1.3. Provide the Company’s phone number and a Supervisors cell-phone number to the Law Enforcement Desk Sergeant.

2.1.4 Access to the RRS Complex is controlled by a Main Gate on Brooks Rd, located just west of the Otis & Brooks intersection. Identification for the contractor to enter with a vehicle will be an access list supported by the electronic badge issued. All commercial vehicles entering the gate will be searched. One-time deliveries can be escorted from the gate to delivery point by project personnel. Personnel shall be aware that the Property of the United States Air Force and shall follow all posted signage

2.1.5. All commercial vehicles are searched prior to entry into the RRS Complex. Vehicle operators will be aware of the vehicle search pull-off area prior to approaching the Main Gate. A search of the vehicle will be conducted prior to its entry. There are no vehicles allowed within 25 meters (80 ft) of the RRS facilities.

2.1.6. All personnel should be aware that the Rome Research Site, Stockbridge Research Facility and the Newport Research Facility are Property of the United States Air Force. All contractor personnel will follow all posted signage.

2.1.7. Contractor personnel will be notified by RRS Police of any emergencies which would require an evacuation or work stoppage, such as an increase in the Force Protection Condition.

2.2 SAFETY REQUIREMENTS:

2.2.1. The contractor shall comply with all safety and health requirements necessary for the protection of personnel, facilities and equipment including, but not limited to all applicable Occupational Safety and Health Administration (OSHA) standards, while performing this contract at the Air Force Research Laboratory (AFRL), Rome Research Site (RRS).

2.2.2. The contractor shall maintain a written Safety Program, as required by OSHA and make said plan available for review by the government upon request by the Contracting Officer.

2.2.3. In the event of a mishap during the performance of this contract on AFRL premises, notify the contracting officer in an expeditious manner. Notification shall include the following information:

a. Contract, Contract number, Name and Title of Person(s) Reporting

b. Date, Time, and Exact location of accident/incident

c. Brief Narrative of accident/incident (events leading to accident/incident)

d. Cause of accident/incident (if known)

e. Estimated cost of accident/incident (material and labor to replace/repair)

f. Nomenclature of equipment and personnel involved in accident/incident

g. Corrective Actions (taken or proposed)

h. Other pertinent information

2.3 SPECIAL QUALIFICATIONS. Equipment operators must possess current and appropriate operator license or certificate for the equipment utilized.

2.4 UNLOADING PROCEDURES. Contract personnel should be prepared to prevent and help control transfer spills during unloading and be familiar with the overfill prevention devices associated with the tank being filled. To prevent spills from occurring during loading/unloading, the following spill prevention contingency procedures will be implemented:

2.4.1 Before Loading

1. Extinguish all flames and sources of ignition (e.g., cigarettes).

2. Ensure that vehicle’s motor and lights are turned off, and the parking brake is set.

3. Attach grounding wire to the truck body.

4. Remove ungrounded objects from the loading/unloading area.

5. Chock truck wheels.

6. Check hose and connections.

7. Check tank level gauge or stick the tank to confirm product level and ensure tank has sufficient capacity to accept transfer.

8. Ensure that the driver does not remain in the vehicle.

9. All storm and sanitary sewer drains will be covered prior to dispensing fuel.

10. Absorbent material will be out and readily available to respond to a spill.

2.4.2 During Loading

1. Transfer operator must be present and attentive at all times.

2. Because liquid volumes change with temperature, tanks shall not be filled above a level that will result in overflow after thermal expansion. Fill levels are established at 90 percent of tank capacity.

3. Inform driver to stop filling once tank reaches 90 percent capacity.

2.4.3 After Loading

1. All loading valves should be closed. Note any signs of spillage. Take remedial action, if necessary.

2. Close all hatches tightly.

3. Close internal safety valves.

2.4.4 Before Truck Departure

1. Check all truck drains, outlets, and connections for leakage to prevent petroleum loss in transit.

2. Check unloading area for spills and apply absorbent materials, if needed.

2.4.5 Upon Truck Departure

1. Check all valves, caps, drains, and connections for closure and leakage. Relock them, if necessary.

2. Make a final check of unloading area.

2.5 SPILLS

2.5.1 No hazardous materials or substances, petroleum products, or materials of environmental concern shall be intentionally discharged or spilled onto the ground, asphalt, or concrete-covered surfaces or improperly disposed at job sites. A spill is an uncontrolled release to the environment. Spills of any type material (excluding clean water) shall be reported to the Hazardous Waste Program Manager for evaluation to determine cleanup requirements. The contractor shall clean and remediate any spills or releases. If corrective action is not undertaken in a reasonably prudent time, the government reserves the right to execute cleanup and obtain reimbursement from the contractor. For spill occurring during normal duty hours, contact the RIOCV Hazardous Waste Program Manager at 315-330-2098. After duty hours the contractor shall notify the Rome Research Site Security Office at 315-330-2961.

3. APPENDIX.

A. Bid Schedule

APPENDIX A

BID SCHEDULE

FUEL OIL/PROPANE SUPPLY

PROJECT NR: ULDF 12-0601

ITEM EST QTY UNIT PRICE COST

1. DF1-Diesel Fuel 3,400 Gal $__________ $__________ High Sulfur, winter mix

2 . Liquid Propane 17,200 Gal $__________ $__________

Total $__________

COMPANY:_______________________ DATE:________________

SIGNED: ____________________________________