Attachment-1 Draft Statement of Work (SOW).pdf

Draft Statement of Work AFRL West Gases BPA III Page 1 of 9

Statement of Work

Industrial Compressed Gases

1 July 2024

AFTC – Attachment -1 to SSS/RFI

DRAFT STATEMENT OF WORK

Draft Statement of Work AFRL West Gases BPA III Page 2 of 9

1.0 Scope. This Statement of Work (SOW) sets forth the requirements for commercial supplies and services in the area of industrial compressed gases, gas, cylinder and Dewar handling, delivery, hardware, accessories and related supplies, services and maintenance in support of operations at the Air Force Research Laboratory (AFRL), Edwards AFB, California.

1.1. It is AFRL’s intent to provide through an AFRL managed Blanket Purchase Agreement (BPA) the establishment of the necessary sources for industrial gas requirements and to provide the end-users with consistent and reliable services related to the acquisition, handling and storage, and administrative aspects of Industrial Compressed Gases.

1.1.1. This BPA does not state or imply any agreement by the Government to place future orders or contracts with the contractor. This BPA will not be used in any manner to restrict competition. The Government is only obligated to the extent of authorized calls placed against the BPA.

1.2 Background: This effort supports the laboratory, test and maintenance operations of the organizations located at AFRL. This BPA will support a varied work force in areas involving research, test and support activities within the immediate locality of Edwards AFB.

2.0 Applicable Documents: The documents listed in this section are applicable to this SOW. This section may not include documents cited in other sections of this SOW or recommended for additional information or as examples. While every effort has been made to ensure the completeness of this list, document users are cautioned they must meet all specified requirement documents as cited in this SOW, whether they are listed or not. In the event of conflict between the documents referenced herein and the contents of the SOW, the contents of the SOW shall prevail:

• DAFMAN 91-203, Air Force Occupational Safety Fire and Health Standards

• T.O. 42B5-1-2, Gas Cylinder (Storage Type) Use, Handling, and Maintenance

• 29 CFR 1910.101, Compressed Gases (General Requirements)

• MIL-STD-1411, Inspection and Maintenance of Compressed Gas Cylinders

• DLAI 4145.25, Storage and Handling of Liquefied and Gaseous Compressed Gasses and Their

Full and Empty Cylinders

• NFPA 55, Compressed Gases and Cryogenic Fluids Code

3.0 Requirements. The Contractor shall provide all labor, material, travel, and administrative cost to support performance under this requirement. The Contractor shall be responsible for fill, replenishment, delivery, and maintenance of all compressed gas cylinders/Dewars on approved BPA Price List associated with the operations at AFRL. This applies to vendor owned rental cylinders/Dewars and Government owned cylinders.

3.1. This agreement allows for gases or supplies needed by the U.S. Government to be updated by modification to the Price List. Changes to pricing shall be negotiated and added to the agreement by modification prior to any orders being placed.

3.2. The contractor shall furnish supplies/services, identified in the attached price list, when requested by the Contracting Officer (CO) or their authorized representative in Ordering Activity Point of Contact (POC) (see para 9.1.3).

3.3 Orders under this BPA become a binding contract upon submission (email/email attachment/fax) of a Government signed order form, unless the contractor sends a written (email/email attachment/fax) rejection within one (1) business day to the Ordering Activity POC (see 9.1.3).

Draft Statement of Work AFRL West Gases BPA III Page 3 of 9

3.4 The Contractor shall submit firm unit prices to the CO. These prices shall not take effect until the Contractor receives a written formal approval from the CO. The price list shall as a minimum include the following information:

1. Item description (product/service, purity, cylinder type/size/capacity)

2. Prices for the requested items

3. Effective duration of Price (Base/Option Year one, two, three, etc)

4. A statement that the price(s) are as low as or lower than those charged the supplier’s most favored customer for comparable quantities under similar items and conditions.

5. Discounts for prompt payment if applicable

6. Signature of the Contractor

3.5 Failure to reach agreement on price for any order issued before its price is established is subject to the Disputes Clause.

4.0 Compressed Gas Cylinders Ownership:

4.1 The compressed gas cylinder inventory to be utilized at AFRL is approximately 1113 (estimated) of which 679 are owned by the Government. The number of cylinders owned by the Government is subject to change due to program requirements.

4.2 All cylinders (Government and contractor owned) shall be inspected, maintained, and serviced by the Contractor. The Contractor shall be responsible for maintaining all color coding and markings on all cylinders and/or transportation equipment in accordance with Federal, State, and Air Force technical orders.

4.3 The Contractor shall be responsible for providing pressure cylinders/Dewars (other than those currently owned by the Government) necessary to support the requirements of the Government. There are currently 434 rental cylinders on site (see attachment).

4.4 The Contractor shall be responsible for ensuring that all personnel making deliveries to AFRL have and maintain a valid Commercial Driver’s license and the appropriate level of certification required to transport these types of products in accordance with Department of Transportation (DOT) regulations.

4.5 The Contractor shall maintain a copy of all Safety Data Sheets (SDS) for the associated products provided under this BPA. The Contractor shall also submit a current electronic copy of all SDSs to AFRL/RQIL via email to: afrl.edwards.hazmart@us.af.mil. All SDSs are to be the most current revision, therefore, when SDSs are replaced or revised, the Contractor shall forward a copy of the new/revised document to RQIL via email at: afrl.edwards.hazmart@us.af.mil.

5.0 Service Transition:

5.1 The Contractor shall not remove or relocate any cylinders on AFRL without prior approval by the Government.

5.2 Within 30 days after completion, expiration, or termination of this BPA, the Contractor shall return all Government owned cylinders to AFRL. Government owned cylinders returned to close out an opened invoice will be charged per the active price list. Any Government cylinders not filled will be returned to AFRL at no cost to the Government.

mailto:afrl.edwards.hazmart@us.af.mil

Draft Statement of Work AFRL West Gases BPA III Page 4 of 9

5.3 Within 60 days after completion, expiration, or termination of this BPA, the Contractor shall remove contractor owned cylinders/equipment at no cost to the Government.

5.3.1 To permit an orderly transition from one service provider to another, the Contractor shall continue to honor the BPA for up to 60 days after completion, expiration, or termination. The Contractor shall continue to provide and maintain its equipment, as necessary, during the 60 day transition period. Earlier removal may be directed at the discretion of the CO.

6.0 Delivery and Cylinder Tracking:

6.1 AFRL has a minimum of three (3) locations for delivery/pick-up of gas cylinders/Dewars. Deliveries must be accomplished using contractor owned equipment and personnel (Government forklift may be available upon advanced request). The Contractor shall remove all empty cylinders from the delivery location(s). The delivery ticket/invoice must be validated and signed by RQIL personnel prior to the Contractor departing the final delivery location. The Contractor shall provide a copy of all delivery tickets/invoices to RQIL personnel at the final delivery location.

6.1.1 The contractor shall establish an electronic tracking system which will allow for the immediate identification of all types of quantities of portable cylinders to include the location by building and Government customer code. The Government will not incur any charges for cylinder loss of use during the life of this BPA.

6.2 The Government reserves the right to relocate contractor owned equipment located on Government property to facilitate emergency responses or to safeguard either Government or contractor owned property.

The Government shall notify the Contractor within five (5) working days should relocation become necessary.

6.3 Routine deliveries shall be made during normal working hours of 0730 to 1500 (7:30 AM to 3:00 PM) Pacific Standard/Daylight Time.

6.3.1 Routine orders shall be delivered no later than 10 business days after being received/accepted by the Contractor.

6.3.1.1 Orders requiring cylinder maintenance (hydrostatic testing, painting, etc) are authorized an additional five (5) business days for delivery (total of 15 business days) to complete maintenance.

6.3.1.2 For any delay in delivery beyond 15 business days, the Contractor will notify the Government, via email to RQIL at: afrl.edwards.hazmart@us.af.mil, stating reason for delay. It will be at the discretion of the Government to request a replacement cylinder if deemed necessary to ensure order is fulfilled in a timely manner for the end-user. Replacement cylinder will be at no cost to the Government beyond charge for gas fill.

6.4 Emergency orders shall be delivered to the designated location within 48 hours following placement of the order. The customer must identify the order as an “Emergency Order.” Unless otherwise directed by an authorized caller, emergency deliveries shall also be made during normal working hours of 0730 to 1500 (7:30 AM to 3:00 PM) Pacific Standard/Daylight Time.

6.5 The Contractor must be capable of meeting surge demands. The Contractor shall have the capability of

Draft Statement of Work AFRL West Gases BPA III Page 5 of 9 filling surge requirements up to ½ greater than normal demands (i.e., if normal demand for oxygen is 10 cylinders per order, the Contractor must be able to deliver 20 oxygen cylinders per order during a surge demand).

The timing of surge requirements is not always anticipated in advance and the Contractor may utilize sub-contractors to satisfy these increased needs.

6.5.2 All orders placed during a surge demand will continue to utilize the normal ordering and payment procedures. Pricing for items furnished during a surge demand will remain the same as for routine orders with the same delivery requirements in accordance with (IAW) paragraph 6.3.

6.6 The Contractor shall assume all responsibility and risk of loss for products not received at destination, damaged in transit or not conforming to purchase requirements.

6.7 The Government will not incur any charges for cylinder loss of use during the life of this BPA for defective product(s) (i.e., damaged cylinder, damaged threads, inoperable valve assembly, contaminated/non-spec gas, etc).

6.8. The Contractor shall accept returns under the following conditions:

1. Products were delivered in error

2. Cylinders/Dewars are damaged and may pose unsafe conditions for use

3. Product has been recalled by the manufacturer, regardless of the level of recall

4. Product does not meet specifications or quality standards as ordered

5. Delivery is not IAW DOT or Occupational Safety and Health Administration (OSHA) standards (in this case, delivery vehicle may not be authorized to enter facility)

NOTE: All discrepancies must be reported to the Contractor within seven (7) calendar days of delivery.

7.0 Customer Service:

7.1 The Contractor shall have at least one POC with working knowledge of the BPA that is available during normal working hours of 0730 to 1500 (7:30 AM to 3:00 PM) Pacific Standard/Daylight Time. The Contractor POC shall be responsible for facilitating resolution of all customer service problems, obtain and provide answers to technical questions/concerns, and capable of suggesting alternative solutions regarding product, handling, storage, delivery, distribution, and customer operations.

7.2 On occasion, services may be required outside the normal working hours described above. The Contractor shall have a representative readily available after normal working hours, on weekends, and holidays to handle emergency services. The Contractor will provide the name and phone number of an after-hour emergency point of contact to the customer(s), Technical POC, and CO.

7.3 The Contractor shall be proactive in working with the customers to identify potential cost savings (such as transitioning from individual cylinders where usage rates will support bulk purchases and delivery).

7.4 The Contractor’s representative shall make one scheduled visit to AFRL each quarter (at a minimum) to discuss customer satisfaction with each customer who has placed an order.

Draft Statement of Work AFRL West Gases BPA III Page 6 of 9

8.0 Government Furnished Items: 679 cylinders (estimated) .

9.0 Special Conditions:

9.1 Points of Contact (POC):

9.1.1 Technical/Ordering Activity POCs:

AFRL/RQIL Special Fuels Element Bldg. 8354, Room 117/118 4 Pollux Drive Edwards AFB, CA 93524

(661) 275-6444/7141 afrl.edwards.hazmart@us.af.mil

9.2 Safety and Health: The Contractor shall comply with all U.S. Air Force, federal, state, OSHA standards and local laws and regulations concerning the environmental, occupational safety and health, and hazardous material. In case of conflict among these laws and regulations, the most stringent law or regulation shall apply. The Contractor shall ensure employees have all required training and certifications related to OSHA requirements.

9.3 Hazardous Materials: The Contractor will provide personnel responsible for the handling of the hazardous materials and the respective SDSs. This responsibility includes proper training in the handling and disposal of the hazardous materials.

9.4 Control of Contractor Personnel: Prior to conducting work under this contract, The Contractor shall provide to the CO a list of employees that will be delivering to AFRL. The employee list shall contain full names, social security numbers, job titles, and proof of citizenship. This list shall be updated within forty-eight hours after changes occur.

9.5 Identification Badges: The Contractor is required to submit a Visitor’s Pre-Announcement Notification form to the Government for contractor personnel who will be repeatedly accessing AFRL to fulfill the BPA requirements.

9.5.1 The Contractor shall be responsible for ensuring that visitor badges issued to contractor employees by the Security Forces office, are returned to the Security Forces office prior to departing AFRL.

9.6 Government Observations: Government personnel, such as Inspector General, AFRL/Quality Assurance, Safety or RQIL Program Management are authorized to observe Contractor operations. Efforts will be made to minimize the degree of disturbance on Contractor performance.

9.7 Hours of Operation

Draft Statement of Work AFRL West Gases BPA III Page 7 of 9

9.7.1 The Contractor’s hours of operation have been identified in paragraph 7.1.

9.7.2 AFRL, Edwards AFB Closed Days. All closed days will be designated by the Commanding Officer, Edwards AFB. Closed days are typically associated with inclement weather/dangerous conditions and/or National Security. The Contractor will not be allowed to deliver to AFRL during designated closed days.

9.7.3 Inclement Weather. When AFRL, Edwards AFB is closed by the Commanding Officer because of inclement weather conditions and/or dangerous conditions, notification of the closing will be provided to the Contractor via email if a delivery is anticipated.

9.7.4 Holidays. A list of Government observed holidays and/or closed days in conjunction with holidays will be published at the beginning of each calendar year. Contractor employees will not be able to deliver to AFRL, Edwards AFB on a holiday. The Contractor is advised that access to the Government installation may be restricted on these holidays:

New Year’s Day Martin Luther King, Jr.

Washington’s Birthday Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day Juneteenth

NOTE: Holidays occurring on Saturday will be observed the proceeding Friday. Those occurring on a Sunday will be observed the following Monday. For a current list of Federal holidays, please visit Federal Holidays (opm.gov)

9.8 Information Non-Disclosure: The Contractor shall not disclose any information provided or developed under this BPA outside the Government without prior approval from the Government.

9.9 Licenses, Certifications, and Training: The Contractor shall hold a valid license or certification for the operation of forklifts and other handling equipment (hoists, cranes, etc.); training and certification in the handling of hazardous materials; and training and certification for any other specialized operations as required in support of this contract.

10.0 Invoices & Billing:

10.1 Invoices. All shipments under the BPA shall be accompanied by an invoice that shall contain the following minimum information:

1. Name of supplier

2. BPA number

3. Date of order

4. Invoice number

5. Itemized list of gas/cylinder types or other supplies being delivered

6. Quantity, unit price and extension of each item, less applicable discounts (unit prices and extensions need not be shown when incompatible with the use of automated systems, provided that the invoice is itemized to show this information) https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/ https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/

Draft Statement of Work AFRL West Gases BPA III Page 8 of 9

7. Date of delivery or shipment

10.2 All shipments under the BPA shall include a description of services/supplies being ordered; prices;

delivery fees; delivery schedule; Free On Board shipping point; place of inspection and acceptance;

designation of appropriations chargeable together with other specifics covered elsewhere herein.

10.3 Summary Invoices. A summary invoice shall be submitted at least monthly or upon expiration the BPA, whichever occurs first, for all deliveries made during a billing period, identifying the delivery invoices covered therein, stating their total dollar value, and supported by receipt copies of the delivery tickets.

10.4 Discounts. The period of any discounts will commence on the final date the billing period or on the date of receipt of invoices for all deliveries accepted during the billing period, whichever is later.

10.5 The Government will pay invoices based on the Contractor’s submission of invoice into Wide Area

Work Flow (WAWF). All payments shall be made through Wide Area Workflow IAW Wide Area Workflow Payment Instructions clause.

11.0 Effective Period. This BPA is estimated to be effective from 18 November 2024 through 17 November

2029.

Draft Statement of Work AFRL West Gases BPA III Page 9 of 9