Specification_For_LP_GAS_15_March_2013.pdf

15 March 2013

SPECIFICATIONS

BULK DELIVERY OF Liquefied Petroleum/Propane Fuel (SUPPLIES)

I. Scope. This requirement provides for delivery and re-filling of stationary LP Gas bulk storage tanks at the various schools listed below on paragraph 4, Delivery Locations. The contractor shall provide all necessary equipment, personnel, management, services, vehicles and supplies required for delivery of LP Gas/Propane - Liquefied Petroleum/Propane fuel to refill stationary LP Gas Bulk storage tanks in support of DoDEA Pacific / DDESS Guam. The purpose of LP/Propane fuel is for the generation of hot water and the food service preparations for the schools.

2. Product Description. LP Gas/Propane - Liquefied Petroleum/Propane fuel. This product must meet United States industry, environmental, and safety standards.

3. Delivery Date. The contractor shall deliver as needed

4. Delivery Locations:

• Guam High School, Bldg. 40 I , 401 Stitt Street, Agana Heights, Guam 96910 Tank Capacity: 500 gallons

• Andersen Elementary/Middle School, Bldg. 1603, Ulithi Boulevard (Andersen Air Force

Base), Yigo, Guam 96929 Tank Capacity: 1,000 gallons

• McCool Elementary/ Middle School, Bldg. 311, 311 Amaryllis Ave, U.S. Naval Base, Guam, Sumay, Guam 96915 Tank Capacity: 500 gallons

5. Annual Estimated Quantity: 5,500 Gallons

6. General: The contractor will be notified in writing via email regarding requests for fuel and the specific number of gallons must be stipulated in writing. The contractor shall not provide fuel in excess of the maximum amount specified in the delivery order. Fuel in excess of the written authorization or the delivery order is not authorized for payment and shall be at the LP/Propane fuel provider’s expense.

7. Government Representatives Phil Dvorak, Email – To be provided after award Leslie Nolan, Email: To be provided after award

8. The Process of Refilling Tanks is as follows:

a. The Government Representative is responsible for initiating the refill request to the contractor. All fill requests must be authorized via email (or in writing), and will stipulate the number of gallons that are authorized for deliver. Fuel amounts delivered in excess of the authorized levels are not authorized for payment, and shall be the financial responsibility of the vendor. Upon receipt of the written re-fill request, the contractor shall respond within 48-hours by dispatching a refill truck to the location(s) indicated within the written request.

b. Upon arrival to re-fill location, the driver/passengers of gas refill truck shall check-in with the front administrative office at the school and receive a school temporary badge while on school grounds.

c. The driver shall proceed directly to the bulk storage tanks to start the re-filling process to the amount specified on the request. After the amount has been reached, the driver/passenger of the gas company will report to the front office and have a school staff/facility manager member sign the refill invoice/document.

d. Delivery Slip: Delivery slips must be provided to the designated Supply Technician or Administrative Officer following each on-site visit. Delivery slips shall include at a minimum the contract and delivery order number, date (of delivery), and number of gallons delivered for signature by the school’s Supply Technician or Administrative Officer. A letter identifying the Supply Technicians and Administrative Officers for each location will be provided after contract award.

d. The school staff member will retain a copy and forward to facility manager. At that time also, the deliver/passenger of the gas company will also return their temporary badge and immediately exit school grounds.

9. Military Installation Passes/ID/Access. The Contractor is responsible for obtaining Navy and/or

Air Force pass/ID cards required for access to the military installations at least one (1) weeks after the date of award. DoDEA will provide employment certification and assistance as required, but primary responsibility for obtaining the ID cards rests with the Contractor. The contractor shall ensure all installation passes are returned to the Government Representative upon employee termination or contract completion, whichever occurs first. The contractor is responsible for paying all fees and timely submission of all base required information for all contractor personnel. The location of the Pass and Identification Offices for the Air Force and Navy will be provided after award and instructions will be given to the contractor along with the Government’s letter requesting access for the designated contractor personnel.

10. Vehicle Registration. All contractor vehicles used for the performance of this contract requiring access to the installation areas where equipment is located will be required to have a valid Guam registration, current safety inspection, and proof of insurance. The driver must have a valid driver’s license. Vehicles are also required to be registered with the base installation for vehicle decals and/or passes. The contractor shall provide a letter listing employees and vehicles to the Government Representative/Point of Contact to assist in the preparation of forms for vehicles decals or passes as required.

11. Criminal Background Checks. In the event that unsupervised contact with students or unescorted access to facilities are required by contract, a satisfactory Federal or State criminal background check must first be performed on each identified contract employee prior to unsupervised student contact or unescorted facility access being granted. Proof of an acceptable background check must be presented to the designated Government Representative. Costs connected to the background checks will not be reimbursed as a direct cost under this contract.

The contractor and employees shall comply with all security requirements imposed by the Installation Commander at all times while on base. Contractor personnel involved in civil crimes and/or incidents of misconduct may be restricted from entry to the base. The contractor is responsible for insuring the badges are returned within three days of employee termination or contract completion.

12. Deliverables.

a. Letter to the Government Representative that list employees and vehicles for the performance of this contract to assist in the preparation of forms for vehicles decals or passes 2-days after date of award and as required thereafter.

b. Personnel Report: The contractor shall provide the Government Representative(s) with a report containing, at a minimum, the employee’s name (last name, first name, & middle initial), date of last satisfactory criminal background check, ID card issue/expiration date, Base Pass issue/expiration date, country of citizenship, and identification document number within 5-days after contract award or as agreed and provide updates as changes occur.

c. A satisfactory Federal or State criminal background check for all contractor employees assigned to work under this contract within 5-days after contract award or agreed date and as changes occur.

d. Material Safety Data Sheets (MSDS) for all hazardous products under the contract shall be provided to the Contracting officer and Government Representative not less than 5-days after contract award.

e. Invoices: The contractor shall generate invoices for payment of supplies delivered via Wide Area Work Flow for payment processing.

The project manager is responsible for the final inspection and acceptance of all deliverables under the contract/order. Deliverables will be inspected and the contractor notified of the Government Representative’s findings (if any) within five (5) work days of the submission of the deliverable by the contractor.

13. Contractor Employees:

a. The contractor shall maintain control and responsibility over its employees and agents throughout the term of the contract.

b. The contractor shall instruct and ensure its employees abide by the policies, rules, and regulations, while on DoDEA premises.

c. Contractor personnel shall present a neat appearance and be easily recognized as contractor employees. This shall be accomplished by wearing the appropriate identification badges, which contain the company name and employee’s name in English or appropriate uniforms. Contractor personnel shall be dressed to present a clean, neat appearance at all times when performing under this contract.

d. Any person identified by the Government Representative or Contracting Officer to the contractor as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population shall not be employed by the contractor to perform services under this contract.

e. Contractor personnel shall not smoke on school campus.

f. Contractor personnel shall not verbally assault, use foul language, personal or racial insults, or have physical contact with students. Improper physical contact with any student shall not be tolerated.

g. Contractor personnel shall not engage in any conduct of a sexual nature (verbal or physical) with students. Examples of improper conduct include, but are not limited to sexual advances, leering, whistling, touching, pinching, suggestive or obscene comments or gestures or display of any sexually suggestive objects or sexual contact of any kind.

h. Not less than five (5) calendar days before services are to commence, the Contractor shall provide a list of all personnel performing under this contract to the Contracting Officer. The list may be in whatever written format is most suited to the Contractor's operations, but shall list each person in alphabetical order in the following manner: Full name (last name, first name, middle initial) country of citizenship and identification document number. The list shall be updated as employees are added.

I. The Contracting Officer reserves the right to deem unsuitable any contract employee under this contract who, during the course of the contract is convicted of a criminal offense. The Contracting Officer may request suspension from duty any employee under this contract arrested or so charged.