Propane Service SOW.pdf

Statement of Work Propane Delivery to Fort Benning and Camp Merrill

25 January 2026 – 25 January 2031

Contractor will provide GAS, Propane, Liquefied, Bulk, Type II in accordance with Commercial Standard D 1835-97, dated June 1998, as ordered during contract duration.

Deliveries will be as specified in Contract and will be made to both small capacity (250 – 2000 Gallon) tanks and the Peak Shaving Plant large capacity (30,000 Gallon) tanks, if necessary, located on Fort Benning, GA and the small capacity (500 – 2000 Gallon) located on Camp Merrill, GA (See Appendix A & B for tank locations). Contractor will provide all Plant, labor, transportation and equipment required to make deliveries to these locations. For funds stability, the contract will contain a Base Year and 4 Option years.

1. Contract Execution and Delivery Procedures

a. Contractor shall automatically fill tanks listed on Attachments “A” & “B” of Propane

Contract. The term “Automatically” means that the Contractor shall monitor tanks as necessary to ensure no tank runs out of gas. Contractor to provide an updated list of all Fort Benning and Camp Merrill propane tanks they are servicing and how often they get filled twice a year. The list shall be in Excel format and provided at any time at the request of the DPW Utility COR. If new tanks are installed or removed during the duration of the contract, the Contracting Officer will request the Contractor to update them on the Propane Priority List and/or verify Attachment “A” (Benning) or “B” (Merrill) of the Contract.

Contractor shall immediately begin servicing them.

b. Tanks shall be filled only to 80% as indicated on tank gage. Tanks will be monitored on a regular basis by the Contractor to insure they are refilled when the gage indicates between 35 and 40%. A tank found to contain less than 20% by the Government, as indicated on tank gage, will be reported to the Contractor, as a work order, who shall insure the tank is filled within 24 hours. These instances will be recorded and will reflect on the Contractor’s Overall Performance.

c. Contractor’s Delivery Person shall inspect tanks for leaks when filling. Tanks requiring repair will be reported to the DPW Utility COR. A cost estimate for tank repair will be provided and DPW and upon approval, repair will be made against a repair CLIN on the contract. Any tank found to have a problem that poses a safety hazard for either personnel or property will not be filled and will be shut off and Red Tagged. The DPW COR shall be immediately notified by the Contractor.

2. Delivery Equipment and Egress

a. The Contractor shall have delivery vehicle permits in accordance with Fort Benning regulations. A picture identification card (Driver’s License or other Government issued card with a picture) is required for entry into Fort Benning or Camp Merrill through the Access Control Points. The contractor can request contractor badging through the DPW Utility COR.

b. A delivery vehicle with driver shall be granted access to all tank locations. The DPW

Utility COR shall provide the driver with either access codes or keys to non-classified secured locations. There are no existing classified locations requiring propane delivery.

c. Delivery equipment shall be maintained in a safe, operational condition and shall be marked, as required, for delivery of Propane over Department of Transportation (DOT) roadways.

3. Peak Shaving Plant Deliveries

a. Delivery of propane to Peak Shaving Plant tanks shall be made in 9000 – 10,000-gallon increments. Deliveries shall only be made between the hours of 0800 – 1630, Monday through Friday. Any exceptions shall be coordinated with the DPW Utility COR at least two (2) days prior to the requested delivery date. Peak Shaving Plant Tanks (30,000 gallon) shall be filled to 80% (24,000 Gallon). The Peak Shaving plant is currently not in use but could come online sometime during this contract period of performance.

b. Deliveries to the Peak Shaving Plant shall be made to one (1) of the two (2) unloading stations available. One is located on 10th Mountain Division Road and the other off Edwards Street, Fort Benning. Delivery instructions will be given to the Contractor at the time of delivery indicating which (or both) unloading station to use.

4. Delivery Quantity Accountability and Invoicing

a. A Delivery Ticket shall be generated for each delivery made. Tickets (Original Copy) shall be automatically generated by vehicle’s installed metering equipment and shall indicate the following information:

Vendor’s name Person name or Truck Number making delivery Delivery site location (Building Number and/or Site Name) Order Number Date and time of delivery A “Begin fill” and an “End of fill” reading An entry showing “Net” delivered in gallons

Contractors may have other information on the ticket as necessary for control.

Handwritten tickets are not acceptable.

a. No later than the 10th day of the month preceding the delivery month, the Contractor will generate a detailed delivery list and forward it to the DPW Utility COR. This Delivery Order will indicate the total gallons authorized for delivery to Fort Benning and to Camp Merrill and the estimated cost per gallon Oil/Propane Information Service (OPIS) price.

The OPIS real-time pricing shall be provided to the DPW Utility COR in the form of a report that confirms the information has come from the source. The “Bid Price” will also be indicated. Contractors shall insure that the total gallons authorized for each Delivery Order month is not exceeded without authorization from the Contracting Officer.

b. Special Delivery Orders will be generated for the Peak Shaving Plant when refilling is required. These orders will be processed and paid as Special Orders and are not included in the monthly Delivery Order procedure.

c. The Contractor shall insure all Monthly Delivery Order Tickets are in the possession of the Chief, DPW Utility Sales & Service (706-545-4310) not later than the 5th business day of the month following the Delivery Order month. The Chief, DPW Utility Sales & Service, upon receipt of all delivery tickets will request Contracting Office to generate Modification to the Delivery Order reflecting the “actual amounts delivered and actual costs” of the Delivery Order.

5. Lost or Misplaced Delivery Tickets

It is imperative the Contractor ensures ALL Daily Delivery Tickets are forwarded to the DPW Utility COR as specified in subparagraph 4.c. above. Delivery Ticket(s) found and submitted after the “Actuals” Modification has been generated will not be accepted. The Contractor shall be required to file a claim with the Government to recover these costs.

6. Service, Removal or Replacement of Tanks

In the case of a propane leak, propane tank decommissioning or replacement there will be provisions for the contractor to have the propane removed, valves removed and the flaring process to take place. This allows for the service and repair of propane emergencies and routine service. This allows the contractor to provide DPW and Fort Benning with a certificate that verifies the tank (tanks) are cleared to be removed. Plus, the service will be exchanged for the product that is removed and / or a separate charge will be submitted for the work completed.