Purchase Description.docx

1. GENERAL. The Directorate of Public Works (DPW) requires liquefied propane (LP) gas deliveries at various locations on Fort Riley, Kansas. The Contractor shall provide all, equipment, tools, materials, and any other items necessary to perform the automatic fill-up for LP Gas of Government-owned tanks at Fort Riley Kansas.

1.1 BACKGROUND. LP gas is utilized by DPW and its customers in those facilities where natural gas is not readily accessible and it is cost prohibitive to install a natural gas pipeline. These facilities include but are not limited to certain cooking and water heating facilities, remote facilities and temporary structures.

1.2 OBJECTIVE. The objective is to award a single supply contract for automatic LP Gas fill up of Government-owned tanks at Fort Riley, Kansas. A Firm Fixed Price Type contract is determined to be the most advantageous and appropriate for this type of requirement.

1.3 DELIVERY PERIOD.

The Delivery Period is for one (1) base year and four (4) 1-Year option periods. Multiple deliveries must occur in effort to maintain identified levels of LP Gas on Fort Riley will occur between the dates listed in the delivery schedule of the contract.

1.4 DELIVERY LOCATIONS. LP Gas tanks are located at various locations on Fort Riley. See Attachment 2 and 3 for LP Gas tank locations and tank capacities. There may be additions and/or subtractions in the total number of LP gas tanks based on Government’s needs. The Government will unilaterally modify as needed.

1.5 FEDERAL GOVERNMENT HOLIDAYS. Are as follows:

· New Year's Day (January 1).

· Birthday of Martin Luther King, Jr. (Third Monday in January).

· Washington's Birthday (Third Monday in February).

· Memorial Day (Last Monday in May).

· Independence Day (July 4).

· Labor Day (First Monday in September).

· Columbus Day (Second Monday in October).

· Veterans Day (November 11).

· Thanksgiving Day (Fourth Thursday in November).

· Christmas Day (December 25).

1.6 HOURS OF OPERATION. The Contractor is responsible for conducting business between the hours of 0800 AM - 4:00 PM Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within these specifications when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce is essential.

1.7 LPG. Provide LP Gas – Propane, Type II bulk liquid.

1.7.1 ELECTRONIC MONITORING. The contractor shall establish a 12-month subscription to remote electronic devices in order to monitor tank levels. The subscription service shall be compatible with WESROC RMS 5G Cellular Tank Monitoring Systems. The contractor shall provide the Government with subscription access to the remote electronic monitoring device website to access daily reporting during the life of this contract. Contractor will use the remote electronic monitoring devices and subscription service to monitor and ensure no tanks fall below 30% full. Once this contract, to include any extensions, have expired, all digital monitoring equipment and parts will be returned to and verified by the Government as fully operational property of the U.S. Government prior to final contract payment. At any point during the life of this contract, if the electronic monitoring device(s) or the reporting system become(s) non-operational, it is the Contractor’s responsibility to continue to maintain the service levels required by this contract.

1.8 AUTOMATIC FILL-UP PROVISIONS.

1.8.1. Delivery shall be on an automatic fill (keep fill) basis. The Contractor shall be responsible for monitoring usage at each tank location to ensure that no tank drops below 30% full. Contractor may use degree-day prediction system to preclude outages. Deliveries shall be documented by metered delivery tickets, which clearly identify the tank number and building number where the propane gas was delivered.

1.8.2. The Contractor shall establish and maintain a delivery schedule which will ensure that the level of propane gas in each tank is never less than thirty (30) percent of tank volume. The Contractor shall never fill a tank more than eighty (80%) percent of tank volume. The Contractor shall submit a copy of the schedule to the Contracting Officer and for review and approval at the post-award conference.

1.8.3. The Contractor shall call the Government to provide delivery schedule no later than 8:00 a.m. on the day preceding the scheduled delivery date (e.g., provide schedules by 8:00 a.m. on the preceding Friday for Monday deliveries). Schedule shall include the delivery route by truck and building number. All scheduled deliveries shall be made in accordance with delivery schedule unless coordinated with the. No deliveries will be made to any tank not on the delivery schedule unless coordinated with the.

1.8.4. This contract is based on estimated quantities. The entire base (or option) period will be funded upfront at the beginning of the period. The Contractor will deliver propane as required, and invoice intermittently upon deliveries. The estimated quantity is a “Not To Exceed” amount, at no time shall the Contractor deliver more propane, than the contract is funded for. The upfront funding is also, not a guaranteed amount, the Contractor shall only be paid for the gallons of propane actually delivered for the period. Any remaining funds left on the CLIN for the period, shall be de-obligated at the end of the period. The Contractor shall be responsible for monitoring the total number of gallons delivered. When eighty (80) percent of the COST OF LP GAS has been delivered the Contractor shall notify the Contracting Officer.

1.8.5. STANDARDS FOR PROPANE GAS. Propane gas shall be of the quality that meets or exceeds the requirements set forth in GPA Standard 2140-97, or any update to this industry commercial standard. The Contractor shall submit test results establishing compliance with this standard at a frequency required by the standard.

1.9. DELIVERY TICKETS. As a minimum, the Contractor shall provide for each tank, one (1) printed meter delivery ticket containing the following information:

Name of Contractor Contract Number Building number of delivery Tank Serial number of delivery Date of delivery Size of Tank Number of Gallons Delivered Contractor Truck Number

1.9.1 The Contractor shall indicate on the ticket if there were any problems at the building, i.e. no building, tank has been removed, or tank requires repair, etc. Indicate on the ticket the per cent of propane gas at the beginning and at the end of filling up (30%/80%). Show the number of tanks at the building, tank number, and size. Driver shall sign the tickets either with his initials or signature.

1.9.2. Metered delivery tickets shall be submitted on a daily basis (except by COB on Mondays for Friday’s deliveries) to the Government, located in Building 368, DPW Supply Branch Office. The Contractor shall not invoice until all tickets are submitted. The Contractor shall submit all metered delivery tickets with the invoice by the 5th of the following month.

NOTE: All the required information must be legible; payment will be based on legible meter tickets, as such, illegible tickets may not be paid.

1.10. OUTAGES. The Contractor shall provide an emergency telephone number and name during the post award briefing where the designated may contact the Contractor after hours, weekends, or holiday outages or leakages. The Contractor shall provide propane gas within 2.5 hours if notified by the Contracting Officer or the designated that a tank(s) is empty and delivery is required.

1.11. DELIVERY PROCEDURES.

1.11.1 VEHICLE CHECK-IN/CHECK-OUT PROCEDURES. During the hours of 8:00 a.m. through 4:00 p.m., all delivery vehicles shall report to DPW Supply Branch Office, Building 368, Directorate, and Directorate of Public Works, both prior to and after making deliveries. The vehicle information will be logged by Government personnel who will record the following:

Truck Number Times of day; in and out Cumulative meter reading; in and out Vehicle odometer reading; in and out Percent of propane gas in the truck; in and out

NOTE: Once a vehicle is logged, the vehicle shall not depart the Installation until it is logged out. LP gas deliveries will not be accepted unless the Contractor’s equipment is functioning properly and readings can be obtained.

1.11.2 EQUIPMENT. There is no staging area for a transport truck/trailer on the Fort Riley Military Reservation readily available for use under this contract. The Contractor shall furnish equipment that will be adequate for the filling of tanks without damage to the existing structures (buildings, grass, sidewalks, etc.). Any damage to existing structures shall be repaired at the Contractor’s expense.

1.12 JOINT INVENTORY & INSPECTION. The Contractor shall perform a joint inventory and inspections with the Government of all tanks prior to first Scheduled Delivery or within 14 days of the contract start, whichever starts first. The Contractor shall perform subsequent joint inventories and inspections with the on an annual basis of Government owned tanks within 14 days of the first month of each contract period. The Contractor will provide an annual written inspection report to the Government not later than 30 September of each year of this contract. This report shall be an itemized listing containing at a minimum the following information: tank location, serial number, size, date of last inspection, date of current inspection, servicing performed or due to be performed and any problems noted.

1.13 METER MEASUREMENTS. All Contractor delivery truck meters will provide readings in the same unit of measure (gallons).

1.14 REPORTS. The Contractor shall timely complete responses to requirements for all reports and requests for information and data, both one-time and recurring.

1.14.1. METERING CERTIFICATION. The Contractor shall submit evidence of truck meter calibration certification by an independent company or State agency in accordance with Kansas State standards to the Contracting Officer, with its Quote at time of Quote submission. Current certification shall be maintained throughout the life of the contract. Only trucks with meter calibration certification shall be used in making deliveries under this contract. Substitute trucks may be used only upon approval of the Designated Government Representative.

1.14.2. ANNUAL METER CALIBRATION. Meter calibrations and certifications will be required annually based on the date of the meter's previous calibration. The Contractor will provide the truck number, meter serial number, date of call.

1.14.3 The Contractor shall ensure that employees have current valid professional certifications to operate vehicle calibration equipment prior to first scheduled delivery. These certifications must remain current for the life of this contract. This training requirement can be met by having employees take the Certified Employees Training Program (CETP), which is sponsored by the National LP Gas Association.

1.14.4 Spillage Clean-up Plan. The Contractor is solely responsible for prompt cleanup of spills or leaks. Contractors must comply with the Fort Riley Environmental Management Plan (EMP) and will be provided a copy of the plan at the Post Award Conference by the COR. The Contractor shall report all such spills or leaks, regardless of quantity, to the KO immediately upon discovery. A written follow-up report shall be submitted no later than 24 hours after the initial telephonic report. Should a spill occur, the Contractor shall clean the area contaminated by the spillage. The Contractor shall be liable for all costs associated with cleanup of any spills (POL, solvents, wastewater, battery acids, paints, lubricants, refrigerant oils, hydraulic fluids, anti-freeze, and septage etc.). Any spilled chemicals shall be cleaned up in accordance with Fort Riley’s Environmental Management Plan (EMP). Contractor shall submit a spillage cleanup plan to the KO within 10 days of contract award.

1.15. SERIOUS ACCIDENT AND INCIDENT REPORTING. The Contractor shall report serious accidents and incidents incurred while performing work under this contract immediately by the most expeditious means possible but not more than one hour following the accident or incident to the Fort Riley’s Directorate of Emergency Services, the Safety Office, and Contracting Officer. Serious accidents and incidents include, but are not limited to, those defined in AR 385-10 and AR 190-40 respectively or referenced in other applicable directives. Examples are as follows: One or more lives lost, one or more persons critically injured, three or more persons hospitalized due to one incident, property damage estimated to exceed $2,000, fire causing major damage to structures, equipment, or vehicles, and HAZMAT, hazardous substances, and HAZWASTE incidents.