PWS Propane IDIQ DRAFT.pdf

Performance Work Statement (PWS) For Indefinite Delivery, Indefinite Quantity (IDIQ) Contract

Propane Gas and Related Services Beale Air Force Base, CA

1.0 DESCRIPTION OF SERVICES

The Contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary to perform propane delivery, tank maintenance, and tank replacement/purchase services at Beale AFB, CA. Services shall be provided in accordance with this PWS, applicable laws, regulations, and industry best practices. The specific requirements for each task will be outlined in individual delivery orders.

2.0 SCOPE

The Contractor shall deliver propane to government-owned tanks located at multiple facilities across Beale AFB. The Contractor shall also perform recurring and on-call maintenance for propane tanks and associated components. Additionally, the Government may require the Contractor to purchase and install new tanks to support mission needs during the life of the contract. These are severable, non-personal services.

This is an Indefinite Delivery, Indefinite Quantity (IDIQ) contract with Firm-Fixed-Price (FFP) and Economic Price Adjustment (EPA). Services will be ordered via individual delivery orders.

The total value of all orders under this IDIQ, including option years, will not exceed $900,000.

The maximum value of orders per year will not exceed $300,000.

3.0 REQUIREMENTS

3.1 Propane Delivery

• Deliver propane to tanks ranging from 500 to 10,000 gallons in capacity. The specific tank size and location will be identified in each task order.

• Monitor and maintain fuel levels to prevent depletion and service interruption.

• Specific monitoring requirements, delivery schedule, and frequency, if any, will be detailed in the individual task order.

• Provide a delivery slip for each delivery, signed by the receiving party or COR.

3.2 Pricing (FFP with EPA for Propane Delivery)

• Base Price: The unit price per gallon for propane delivery will be based on the weekly Butane-Propane News (BPN) index for the Sacramento terminal. Specifically, the index used will be the "Weekly Average Rack Price as published by Butane Propane News (BPN) for the Sacramento terminal." This index will be clearly identified in each task order.

• Fixed Delivery Fee: A fixed delivery fee shall be added to the BPN index rate. This fee includes labor, transportation, equipment, and overhead. The fixed delivery fee will be

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specified as a dollar amount per gallon in each task order. The fixed delivery fee established upon award of the IDIQ and will remain fixed for the duration of the contract.

• Economic Price Adjustment (EPA) Limitations:

• Threshold: The unit price per gallon will be adjusted only if the semi-annual

(every six months) average of the weekly BPN index values changes by more than +/- 10% from the task order baseline index value.

• Frequency: Pricing adjustments will occur semi-annually, if the threshold is met.

The new price will go into effect on the first Monday following the end of the six months from the task order start date.

• Cap: The maximum cumulative price increase or decrease over the life of the task order shall not exceed +/- 20% of the initial base price per gallon for that task order.

• Calculation: The adjusted price per gallon will be calculated as follows: Adjusted Unit Price = (Baseline BPN Index × (1 ± % Change)) + Fixed Fee

• Baseline: The task order baseline BPN index will be the average of the weekly BPN index values for the four weeks preceding the task order award date.

• The Contractor shall provide the COR and Contract Administrator with a copy of the relevant BPN newsletter each Thursday.

3.3 Tank Maintenance

• Perform routine and preventive maintenance on all government-owned propane tanks in use under this contract.

• Respond to maintenance requests within 24 hours and emergencies within 4 hours.

Specific response times may be specified in individual delivery orders.

• Inspect tanks for corrosion, leaks, damage, and regulatory compliance. The specific inspection criteria will be based on industry standards and regulatory requirements.

• Maintain documentation of all inspections and repairs; make available to the COR upon request.

3.4 Tank Purchase / Replacement

• The Government may issue orders to purchase tanks and install new tanks to support mission needs.

• All new tanks shall comply with NFPA 58, Title 49 CFR Parts 100-199 (DOT regulations), and any applicable state/local codes.

• Tank installation shall include all necessary regulators, valves, fittings, and safety features.

• Fixed Price List: The Contractor shall provide a fixed price list for various propane tank sizes and types (e.g., 500-gallon above-ground, 1000-gallon above-ground, 500-gallon underground, etc.) as part of their initial IDIQ proposal. This fixed price list shall include all costs associated with the purchase and delivery of the tank to Beale AFB.

• Installation Costs: Installation costs are not included in the fixed tank prices. Installation costs will be negotiated separately for each task order based on the specific site conditions and installation requirements. These installation costs will be a firm-fixed price for each task order.

• Task Order Pricing: Task orders for tank purchases or replacements will reference the applicable tank type and size from the fixed price list. The task order will also include a separate line item for installation costs, which will be negotiated and agreed upon before the task order is awarded.

3.5 Reports and Documentation

• Provide weekly propane price index documentation (BPN newsletter excerpt or equivalent) with invoices.

• Maintain a service log of deliveries, maintenance actions, and inspections.

• Submit an annual report summarizing total gallons delivered per site, response times, and incidents, if any. The specific data points to be included in the annual report will be provided by the COR.

4.0 GOVERNMENT-FURNISHED PROPERTY AND SERVICES

• The Government will provide access to propane tanks and associated facilities.

• The COR will coordinate site access and inspection times.

• The Government is not responsible for loss or damage to Contractor equipment or supplies left on site.

• Any damage to facilities occurring during this contract caused by the Contractor shall be repaired or replaced by the Contractor at no cost to the Government.

5.0 CONTRACTOR-FURNISHED ITEMS

The Contractor shall furnish all:

• Vehicles, tools, safety gear, fittings, and hoses.

• Licensed personnel to operate and deliver propane.

• Spill containment and cleanup materials.

• All necessary certifications and permits.

6.0 HOURS OF OPERATION

• Standard deliveries shall occur Monday through Friday, 0700–1600. Specific delivery windows may be specified in individual delivery orders.

• Emergency services must be available 24/7/365.

7.0 QUALITY ASSURANCE

Performance will be monitored in accordance with the Government's Quality Assurance Surveillance Plan (QASP). The COR will evaluate the Contractor’s performance via:

• Direct observation

• Review of documentation and delivery records

• Customer feedback and incident reports

8.0 SAFETY AND ENVIRONMENTAL REQUIREMENTS

The Contractor shall comply with:

• OSHA standards (29 CFR 1910)

• DOT Hazmat transportation regulations

• NFPA 58: Liquefied Petroleum Gas Code

• All applicable state/local codes and Air Force safety regulations

• All personnel shall be trained and certified to handle hazardous materials and perform tank maintenance safely. The Contractor shall provide documentation of training and certifications upon request.

9.0 SECURITY

• Contractor personnel shall be U.S. citizens or legal residents.

• All personnel must pass base access background checks.

• Contractor vehicles must be clearly marked and for base entry.

10.0 INVOICING AND PAYMENT

• All invoices shall be submitted via Wide Area Workflow (WAWF). The Contractor shall comply with all WAWF requirements for invoice submission, including proper documentation and data entry.

• Each invoice must reference the correct Delivery Order number, location serviced, number of gallons delivered, the specific BPN index used, BPN index rate, and fixed delivery fee.

• Supporting documentation (e.g., delivery slips and BPN index screenshot) must be attached to the WAWF invoice.

• The Government may also utilize the Government Purchase Card (GPC) as the method of payment for orders under this contract, whenever practicable. The Contractor shall accept the GPC as a method of payment. The Contractor shall ensure that its WAWF profile is configured to accept third-party payments, allowing for payment via the GPC.

• The Contractor acknowledges that payment using the GPC may be made to a third-party payment processor if required by the Contractor's merchant agreement. The Contractor is responsible for ensuring that all necessary agreements and arrangements are in place to facilitate GPC payments through a third-party processor.DRAFT