Attachment_1_Gases_Statement_of_Work.pdf

Attachment 1 Statement of Work

Miscellaneous Bulk Gases and Gas Cylinder Tanks and Drayage November 26, 2014

OBJECTIVE: This Statement of Work (SOW) sets forth the requirements for commercial supplies and services for industrial compressed gases, gas handling, delivery, hardware, and related supplies and services for the operations at the National Institutes of Environmental Health Sciences (NIEHS) campus located in Research Triangle Park (RTP), North Carolina. This requirement provides NIEHS’s end-users with consistent and reliable services related to the acquisition, handling and storage, and administrative aspects of compressed gases.

The contractor shall provide all necessary personnel, labor, equipment, tools, materials, vehicles, travel, supervision, and services necessary to perform the subject services for approximately 800-950 compressed gas cylinders on campus. The contractor shall be responsible for replenishment, delivery, and maintenance of all containerized compressed gas cylinders associated with the operations at NIEHS.

BACKGROUND: The NIEHS is one of 27 research Institutes and Centers that comprise the National Institutes of Health (NIH) and U.S. Department of Health and Human Services (DHHS).

The mission of the NIEHS is to reduce the burden of human illness and disability by understanding how the environment influences the development and progression of human disease. The NIEHS Office of Management (OM) directs and conducts administrative and facilities management activities for the Institute by providing services in the areas of financial, personnel, acquisition, and supply and property management, as well as other administrative and office services. The OM advises the NIEHS director and staff on developments in administrative management and their implications and effects on program management throughout NIEHS; develops policies on administrative management; and prepares and issues procedures and guidelines for the implementation of administrative policies and requirements.

This requirement supports the research laboratory and maintenance operations of the organizations located at NIEHS.

TASKS/DELIVERIES: The Contractor shall provide the following items and perform the following tasks:

Task 1 – Delivery and Transport: The Contractor shall deliver gas tanks with gases to required locations as specified further in delivery orders.

1.1 The Contractor shall provide regular deliveries of gases twice weekly, Thursday and Friday.

1.2 Delivery shall include micro bulk, liquid nitrogen Dewars and gas cylinders. The Contractor shall notify the Contracting Officer Representative and /or designated alternate of any delay of service(s).

1.3 The Contractor shall transport cylinders by appropriate hand truck or cart with cylinders being secured to prevent them from falling or striking each other. The Contractor shall ensure carts have a chain restraint. Cylinders shall not be moved with a regulator attached to them.

Cylinders shall not be transported without valve protection caps firmly in place. The Contractor shall have both hands on the cylinder cart or hand truck during transport.

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1.4 Liquid nitrogen Dewars shall be delivered on a weekly or bi-weekly basis as specified in weekly delivery order. New tanks (not having a spare) shall be hooked up to refrigeration units upon delivery, while the refrigeration units with spare tanks will be replaced with the spare. The new tank shall become the spare. . The Contractor shall ensure that all gauges are connected from the tank to the freezer correctly and in proper working condition

1.5 Bulk liquid nitrogen at the MRI facility shall be monitored directly by the contractor on a 24 hour, 7 day a week basis and refilled as necessary. The tank for this is located outside the MRI building on the south campus of NIEHS.

1.6 The Contractor shall hook up a telemetry system to NIEHS already existing phone line at the tank for monitoring.

1.7 Liquid helium Dewars shall be delivered on an as needed basis as specified by individual delivery orders.

1.8 Bulk CO2 shall be delivered to the storage tank just outside building 101 C loading dock and building 101 F loading dock as requested.

1.9 A variety of other gas cylinders (stocked in building 103 storage rooms) shall be delivered when an order is placed by the Inventory Management Office and delivered to NIEHS Building 103 and stored inside the chain restraint according to acceptable safety practices.

Emergency Delivery. These orders shall be delivered to the designated location within 24 hours following placement of the order. Individual delivery orders will identify the order as an “Emergency Order”. Unless otherwise stated, individual delivery order specified as emergency deliveries shall also be made during normal working hours of 8:00 AM to 5:00 PM EST. The Contractor shall provide a timetable for delivery.

Unscheduled Deliveries. The Contractor shall be required at times to make unscheduled deliveries within 24 hours after notification by the Contracting Officer or COR

Task 2 - Delivery of Gas Cylinder and Bulk Tanks. The Contractor shall provide all cylinders and tanks in good working condition (i.e., valves shall not be rusted). The Contractor shall provide the correct type of gas and purity without contaminants. The contractor shall provide and install three (3) Perma-Cyl Micro bulk storage tanks at the NIEHS Inhalation Facility, 5A Triangle Drive, Research Triangle Park, NC. Two (2) tanks (one (1) 1500 liters and one (1) at 450 liters) shall have a maximum pre-set operating pressure of 450 psig and be equipped for oxygen service. The remaining 450L tank shall be equipped for liquid nitrogen service. Deliveries shall be scheduled through the Inventory Management Office at intervals dependent on NIEHS research requirements. The Contractor shall provide a micro bulk tank to be located at our 101 MRI building which shall be monitored by telemetry.

2.1 Other gas cylinders necessary to conduct scientific research shall be delivered, when requested by the Inventory Management Office. Special mixtures of gases may be requested for particular science needs. The contractor should provide an estimated delivery date when the orders are placed.

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Task 3 - Quality Control and telemetry of Specified Tanks.

3.1 The Contractor shall provide 24 hour telemetry 7 days a week of the Bulk liquid Nitrogen

Tank located at the MRI building and Inhalation Facility; The Contractor shall use telemetry to monitor usage and alarms at predetermined levels to indicate low levels. The Contractor’s quality control plan shall specifically addressing maintenance and inspection of the telemetry system.

Task 4 - Delivery Support Services.

4.1 Acceptance and Inspection: The Contractor shall obtain signatures on all delivery receipts from lab personnel for specialty gas tanks at building 101, MRI building and Inhalation facility. All standard orders will be signed for by personnel from the Inventory Management Office. Tanks delivered to building 103 will be signed for by warehouse personnel or Inventory Management personnel.

4.2 The Contractor shall inspect tanks prior to delivery to ensure that pressure gauge and valves are working properly.

4.3 Cylinder Relocation: The Contractor shall not remove or relocate any gas cylinders without prior approval by the Government. All requests for removal or relocation of gas cylinders shall be submitted in advance to the Contracting Officer and COR for review and approval.

4.4 Certification: The Contractor shall provide certification of tank safety inspections..

Inspections of the Micro-Bulk tanks should be scheduled in advance with the Inventory Management Office.

4.5 Labeling: All cylinders tanks shall be properly labeled with the following Department of

Transportation information (DOT): Type and material of construction, service pressure in pounds per square inch gauge, serial number and identifying symbol registered with DOT.

Manufacturing data shall appear on the label: Date of manufacture and original test date, inspector’s official mark.

4.6 The Contractor shall also provide other supplies such as hoses, regulators, and needles.

Task 5 – Maintenance Support: The Contractor shall provide maintenance support for the tanks delivered to NIEHS locations.

5.1 Regular maintenance of the tanks and tank accessories shall occur and as requested. .

5.2 Unscheduled maintenance of tanks shall be required within 24 hours after notification by the Contracting Officer or COR.

Task 6 – Tank Inventory: The Contractor shall perform annual tank inventories in conjunction with the Inventory Management Office. The inventory shall be performed annually and shall consist of a count of

3 | P a g e all tanks on the NIEHS campus by location to include offsite facilities as well. The Inventory Management Report will prepare the report and will require signed concurrence by the contractor.

Task 7 - Reporting and Documentation:

The Contractor shall provide signed receipts for deliverables at the time of delivery. Signed receipts shall contain the following information: Name of Contractor, contract and delivery order number, building number of delivery, date of delivery, size of tank, type of gas delivered, and volume/number of gallons delivered.

PERSONNEL

KEY PERSONNEL: The following are considered key personnel by the Government:

Project Manager (PM). The Contractor shall provide a PM who shall be responsible for the performance of the work. The name of this individual and an alternate(s), who shall act for the Contractor, shall be designated and provided in writing to the Contracting Officer prior to commencement of work.

The PM shall have working knowledge of gases and gas related fields. The PM shall be available during normal working hours of Monday to Friday 8:00 AM to 5:00 PM Eastern Standard Time (EST). The PM 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 the handling, storage, delivery, distribution, and customer operations.

Key Personnel Qualifications: The PM shall have a minimum of 3 years’ experience in providing gas and services to a comparable facility.

In addition to Key Personnel qualified personnel shall be provided by the Contractor for performance of work listed herein to assure that requests for services and supplies are responded to in a prompt and safe manner; that personnel can recognize, prevent and mitigate potential hazards encountered while working on the NIEHS campus; that the personnel, do not interfere with laboratory equipment/environments, research programs and protects the property of the NIEHS; and, that the personnel protects the public health, safety and environment during all contract operations.

Contractor personnel shall provide all services, supplies, and work in a professional and courteous manner and abide by applicable regulations, NIEHS rules and procedures, and present a neat appearance when working at NIEHS installations.

Employees: The Government has the right to restrict employment of any contractor employee, or prospective contractor employee, who is identified as a potential threat to the health, safety, security, general well-being or operational mission of the NIEHS campus and its population.

All personnel employed by the Contractor in the performance of this contract, or any representative of the Contractor entering the Government reservation, shall abide by all the regulations of the NIEHS campus.

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PRICING

Catalogue prices for compressed gases and related services shall be fixed for 12 months from the start date of this requirement. For this solicitation, prices shall be provided for all of the gases and services listed. Flat rate pricing should be used for cylinder rentals with rates based on the amount of cylinders on the NIEHS campus. Rates can be adjusted annually if necessary based upon the annual tank inventory.

The Contractor shall provide detailed billing statements corresponding with orders placed by NIEHS, and they should match receipts collected during delivery.

When delivery orders are issued the contractor will submit invoices to the designated Inventory Management Specialist.

HOURS OF OPERATION

Scheduled deliveries shall be made to the Government under this contract during the hours of 8:00 a.m.

through 4:00 p.m., Monday through Friday, excluding Government Holidays.

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 shall provide the name and phone number of an after hour emergency point of contact to the Contracting Officer and COR.

SAFETY AND HEALTH

The Contractor shall comply with all Federal, North Carolina State, Occupational Safety and Health Administration (OSHA) standards and local laws and regulations concerning the environmental, occupational safety and health, and hazardous material. The contractor shall ensure employees have all required training and certifications related to OSHA requirements. The documentation shall be readily available for the Contracting Officer to review at any time during the life of the contract.

SECURITY

The Contractor shall ensure that all personnel providing service on NIEHS campus have an NIEHS contractor badge; they must wear the badge at all times while providing services on the NIEHS campus.

The Contractor shall be responsible for retrieving badge request forms from the COR/Sponsor for processing by NIEHS security. Badges need to be active and renewed prior to expiration. Timely renewal shall be performed so that delivery functions are not interrupted.

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PHASE-IN/PHASE-OUT PERIODS

Phase-In: To minimize and/or prevent any possible negative impact on services and supplies, the Contractor shall have all tanks delivered and installed, during the phase-in period. The contractor shall provide a tank transition plan that describes a process for changing out tanks, including bulk tanks, provided by the current contractor to those provided by the new contractor. The plan should be detailed and outline a complete plan on how this task will be completed without interrupting gas services to the NIEHS campus.

Phase-Out: Prior to the completion of this contract, the outgoing Contractor shall fully cooperate with the succeeding Contractor and the Government, so as not to interfere with their services and delivery of tanks/gases.

The outgoing Contractor shall be prepared to uninstall tanks and cooperate with the newly selected Contractor during the thirty (30) day phase-out period, which will occur at the end of the period of performance of the contractual effort.

Phase-Out Plan. The incoming Contractor shall develop a phase-out plan to affect a smooth and orderly transfer of contract responsibility to a successor. The plan shall fully describe the Contractor’s approach to applicable issues. Removal of Contractor property and any other actions required to ensure continuity of operations. The Contractor shall provide the COR a draft of the plan no later than forty-five days prior to the commencement of the phase-out period. The final draft must be finalized no later than thirty (30) days before the phase-out period commences.

CONTRACTOR FURNISHED EQUIPMENT AND / OR SERVICES

The Contractor shall provide storage and trucks necessary to accomplish miscellaneous bulk gases and gas cylinder and drayage delivery to all the tanks under this contract.

Trucks provided by the Contractor shall be roadworthy (capable of satisfactory operation).

The Contractor shall provide all cylinders, dewars and bulk tanks necessary to deliver gases to NIEHS.

All cylinder and dewars shall be in good working condition.

DELIVERY LOCATIONS

Gas tanks are located at various locations on the NIEHS campus See Attachment 2 – Tank Inventory for Tank locations.

During the life of the contract, there may be additions and/or subtractions in the total number of miscellaneous bulk gases, cylinder tanks and drayage based on Government’s needs.

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