B08_Solicitation_Attach_1_-_Description_and_Specifications.pdf

P17PS03020 ATTACHMENT 1

DESCRIPTION AND SPECIFICATIONS

PROVIDE, DELIVER AND DISPENSE BULK FUELS to

Hot Springs National Park Hot Springs, Arkansas 71901

1. General

a. This procurement is for a firm-fixed price supply Requirements contract for a BASE period of one year from the date of award, with four (4) one-year OPTIONS available. Options are not guaranteed and shall be exercised at the discretion of the Contracting Officer.

b. The product to be provided, delivered and dispensed under this requirements contract are the following bulk fuel types which are to be delivered to one address/location at Hot Springs National Park, Hot Springs, Arkansas:

(1) Regular Unleaded Gasoline (Conventional 87)

(2) E-85 (Flex Fuel)

(3) ULS #2 Dyed Diesel (Off Road)

c. Due to the possibility that not all sources are able to provide all fuel types, and to maximize opportunities for small business concerns, the contract award possibilities from this solicitation are as follows:

(1) One contract awarded to one Vendor to provide all three bulk fuel types and requirements;

OR

(2) Two contracts awarded; that is, one contract awarded to a Vendor to provide two of the bulk fuel types, AND, one contract awarded to a second Vendor to provide one of the bulk fuel types; OR

(3) Three contracts awarded; one contract awarded to each of three vendors to provide one bulk fuel type per vendor.

2. Delivery Locations / Tank Sizes / Quantity

a. The three fuel tanks where fuels are to be delivered are located at Hot Springs National Park, Maintenance Division, 631 Whittington Avenue, Hot Springs, Arkansas 71901.

b. Access limitations prohibit 18-Wheeled Tankers from accessing and delivering to the site. Prior to quoting on this opportunity, Vendor should verify the fuel delivery vehicles that will be used to deliver the product(s) are able to safely access and navigate the site for delivery and dispensing.

c. The tanks are Convault above-ground tanks. Their size is 500 gallons each.

d. Based on prior years’ purchasing data, average annual gallonage for the three fuel types are:

(1) Regular Unleaded Gasoline (Conventional 87) 5,900 gallons

(2) E-85 (Flex Fuel) 3,500 gallons

(3) ULS #2 Dyed Diesel (Off Road) 1,900 gallons

The Government offers no guarantees that similar annual quantities will be realized. Quantities may or may not exceed the amounts indicated above.

e. The total amount of fuels to be purchased during the term of the contract (base and option years combined) shall not exceed $150,000.

4. Vendor Pricing to the Government.

a. The per gallon price to be charged the Government for each fuel type delivery made are those prices as established in Attachment 2, Vendor’s Price Schedule. Prices under this contract shall fluctuate throughout the base and option periods of the contract. The prices will be based on the current OPIS Rack Wholesale Contract Average Price of a North Little Rock, AR terminal (hereinafter referred to as OPIS Rack Price(1)), PLUS the Vendor's total fixed add-on price(2). For further clarification, the current OPIS Rack Price(1) shall be the "Day Ahead" OPIS Rack Price on the day on which the Government requests a price quote for delivery.

b. When the Government requests a current price quote from the Vendor, the Vendor shall provide the quote to the requesting Contracting Office within two (2) hours from the time the quote was requested. Vendor will include with the emailed quote the respective section of the OPIS Report from which the quoted price was derived.

5. Delivery Times

a. Delivery shall occur between the hours of 7:30 a.m. and 4:00 p.m. central standard time, Monday thru Friday, excluding federal holidays.

b. After an order has been placed to the Vendor, Vendor is to notify the Park Representative when delivery is expected.

c. Delivery by the Vendor will be made within two (2) business days from the date the

Government places an order to the Vendor. Saturdays, Sundays, and federal holidays are considered non-business days.

(1) If an order is placed by the Park PRIOR to 5:00 p.m. central time on a business day, the order will then be considered to have been placed that day and Vendor will have two (2) business days to make delivery. EXAMPLE: If an order is placed to the Vendor on Thursday PRIOR to 5:00 p.m. central time, Vendor is to make delivery prior to 4:00 p.m. central time the following Monday.

(2) If an order is placed by the Park AFTER 5:00 p.m. central time on a business day, the order will then be considered to have been placed the next business day and Vendor will have two

(2) business days to make delivery. EXAMPLE: If an order is placed to the Vendor on Thursday AFTER 5:00 p.m. central time, the order will then be considered to have been placed on Friday and Vendor is to make delivery prior to 4:00 p.m. central time the following Tuesday.

d. The Vendor shall dispense fuels into the appropriate tank until tank level reaches its regulated capacity, or dispenses the amount of fuel ordered; whichever is less.

6. Order Limitations and Requirements. As set forth in Clauses 52.216-19 and 52.216-21 of the contract clauses.

7. Individuals Authorized to Issue Delivery Orders Against this Requirements Contract. Only warranted contracting officers that are assigned to the National Park Service, Midwest Region, Missouri Major Acquisition Buying Office (MABO) are authorized to make purchases under this Requirements Contract. They are as follows:

Kathryn M. Logsdon (217) 391-3225 kathryn_logsdon@nps.gov Neal Hause (314) 655-1609 neal_hause@nps.gov Michael Schreiber (314) 655-1681 michael_d_schreiber@nps.gov

8. Delivery Tickets. A separate delivery ticket/sales slip will be provided for each tank where a fuel delivery was made. A copy of the delivery ticket/sales slip shall be left at the delivery location at the time of delivery. A copy of the delivery ticket shall also be submitted via e-mail to the Contracting Office within two business days of when delivery was made. Delivery tickets/sales slips shall contain at a minimum, the following information:

a. Name of Vendor

b. Delivery Order Number

c. Date of Purchase/Delivery

d. Tank Location

e. (1) Quantity ordered

(2) Quantity delivered

(3) Unit Price

(4) Total Price of Quantity Delivered

NOTE: 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.)

9. Invoices. All deliveries made against a single delivery order shall be submitted on one invoice.

Invoices are to be submitted as follows:

a. A copy of the Vendor’s invoice is to be e-mailed to the Contracting Office for verification of the invoice amount. If in dispute, the Contracting Office will notify the Vendor for explanation and/or resolution. Once the Contracting Office is in agreement with the Vendor’s invoice, Vendor will then enter the invoice amount into the Invoice Processing Platform (IPP) at website www.ipp.gov. See “ELECTRONIC INVOICING AND PAYMENT REQUIREMENTS - Invoice Processing Platform (IPP) (April 2013)” cited in the contract clauses.

http://www.ipp.gov/

b. Payment to the Vendor will be made by electronic funds transfer (EFT) to the Vendor’s financial institution within fifteen (15) calendar days from the date a [correct] invoice amount has been entered into IPP by the Vendor. If the invoice amount is not correct, the invoice shall be rejected, payment will not be made, and the Vendor shall be notified for resolution and resubmission of a corrected invoice.

10. Additional Vendor’s Responsibilities

a. The Vendor must be the holder of the appropriate permits, licenses, certifications as required by local, state, and federal regulations to transport and make delivery of the types of fuels that are to be delivered under the contract.

b. Vendor shall be acquainted with the State of Arkansas Regulations, Compliance and

Enforcement of regulated storage tanks found at the Arkansas Department of Environmental Quality at website https://www.adeq.state.ar.us/rst/

c. Additionally and at no additional charge to the Government, Vendor shall, utilizing certified personnel, perform the following upon each delivery (pertains to those tanks being filled for that specific delivery):

(1) Inspection of Storage Tanks and Components: The Vendor will visually inspect storage tanks and components for overall appearance, condition, serviceability, evidence of corrosion, cracks, or leakage.

(2) Vendor is to immediately report any of the above conditions or any other conditions of the tanks or their components which make the tanks unsafe for the filling, storage, or use of the tanks to the Park’s Designated Representative in order for the Park to initiate corrective and decisive action. Should the Vendor be asked to provide a quote and make repair of the deficiencies, payment of those goods or services are not covered under this contract, but would be made under a separate contract action or by Government charge card.

d. Although the location and sizes of tanks have been firm for several years, should there be a need for the Park to add, remove, or relocate tanks during the contract period, Vendor shall be notified in advance of the change and will make deliveries to the new location at the current contract price. Bulk fuel orders placed for tanks which may be added by the Government during the contract period shall be covered by this contract and fulfilled by the Vendor.

e. Vendor’s employees shall conduct themselves in a professional, courteous manner, be neat in appearance and be easily recognized as an employee of the Vendor.

11. Safety Requirements

a. Vendor’s equipment and vehicles shall meet all State and Federal safety and HazMat transport and dispensing Weights & Measures (calibration/certification) requirements.

b. Conform to the State and Federal safety requirements for all activities related to the transporting, delivery and dispensing of bulk fuels.

https://www.adeq.state.ar.us/rst/

c. In the event of an accident/mishap, Vendor will take reasonable and prudent action to establish control of the accident/mishap scene, prevent further damage to persons or property, and preserve evidence until released by the accident/mishap investigative authority through the Contracting Officer.

d. Record and report promptly, within one hour, to the Contracting Officer and the Park’s

Designated Representative, all available facts relating to each instance of damage to government property, Vendor’s property, or injury to either Vendor, government personnel, or the public.

e. If the government elects to conduct an investigation of the accident/mishap, the Vendor shall cooperate fully and assist government personnel in the conduct of investigation until the investigation is completed.

f. In the event of fuel spillage, the Vendor shall promptly notify the Park’s Designated

Representative. Cleanup efforts resulting from fuel spills due to the fault of the Vendor shall be performed in accordance with the Park’s Hazardous Materials Officer at the Park.

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