SOW-liquidcompressedgases-RFQRMLC1817053-revised022217.pdf

Liquid and Compressed Gases for Rocky Mountain Laboratories Statement of Work (SOW)

February 8, 2017

Department of Health and Human Services National Institutes of Health

National Institute of Allergy and Infectious Diseases

RFQ-RML-C-1817053

for the

Division of Intramural Research Office of Operations Management

Statement of Work

(SOW)

1.0 INTRODUCTION AND SCOPE:

This Statement of Work (SOW) sets forth the requirements for commercial supplies in the area of liquid and compressed gases, gas handling, delivery, hardware, incidental services, and accessories for the Rocky Mountain Laboratories (RML). It is RML’s intent to provide, through a single Firm Fixed Price contract, a source for gas requirements and to provide the end-users with consistency and reliability relating to the acquisition, handling and storage, and administrative aspects of liquid and compressed gases for a 12-month base period plus four optional 12-month periods.

2.0 BACKGROUND

The Rocky Mountain Laboratories (RML), Office of Operations Management (OOM), serving as a representative of the Federal Government at the RML, has a research need to procure a variety of Liquid and Compressed Specialty Gases and bulk Liquid Nitrogen and Carbon Dioxide. These gases are available for all researchers at RML to use. The research at RML depends heavily on having various specialty gases and liquid nitrogen available at all times. This acquisition is for various gases used regularly at RML.

3.0 PERFORMANCE REQUIREMENTS

3.1 General Requirements

The Contractor shall perform/is responsible for the following:

3.1.1 Provide liquid and compressed gases in both cylinder and bulk form.

3.1.2 Provide total cylinder support including, but not limited to, the delivery of full cylinders to and the pick-up of empty cylinders from RML.

3.1.3 The contractor shall maintain direct contact with RML to coordinate the replacement, replenishment, delivery, and maintenance.

3.1.4 Provide a cylinder management program and inventory printouts every six months and upon request, of all leased cylinders at RML.

3.1.5 Provide and maintain remote telemetry monitoring of the existing leased bulk liquid nitrogen tanks during the contract period.

3.1.6 Provide full/complete contact information for contractors’ emergency (all hours) point of contact personnel.

3.1.7 Provide proof of delivery, and safety inspection checks (each time, monthly, annually). These are generally stamped on the side of the tank or have a hanging tag applied.

3.1.8 The Contractor is responsible for obtaining and maintaining all required federal, state, municipal, and international certifications, licenses, permits, registrations, and approvals that may be required to perform under this contract.

3.1.9 Furnish all necessary transportation, personnel (supervision/labor), materials, equipment, permits, facilities, compressed gases, and cylinders (with the exception of government-owned cylinders) and any other items required as listed in Appendix A.

3.2 Liquid and Compressed Gases (Cylinders)

3.2.1The contractor shall provide liquid and compressed gases to be delivered in cylinders as identified in this Statement of Work.

3.2.2 Cylinders for gaseous and liquid forms of gases shall comply with Department of Transportation (DOT) specifications and standards, and shall be maintained, filled, marked, labeled, and shipped to comply with all current transportation, storage, and handling documents.

3.2.3 The contractor shall provide all equipment required to load and unload all cylinders and tanks from the contractor’s delivery truck. Government-owned lifting equipment will not be available to transport and/or move containers.

3.2.4 The price for the liquid and compressed gases delivered in contractor owned cylinders shall include the gas, delivery of cylinders, all supplies required for inspection/testing/evaluation/maintenance, pick up of empty cylinders, and any ancillary services at every delivery. Such supplies shall include replacement parts if required. Ancillary services shall include labeling, inspection, testing, and maintenance of all cylinders. The labeling of cylinders shall include the lettering, stenciling, and affixing of decals; metal lettering; and/or number stamping.

3.2.5 The contractor shall ensure proper placement of tanks in appropriate/indicated bays (flammable, non-flammable, empty, full, etc.) and provide inspection, testing, evaluation, and cleaning of contractor owned cylinders at every filling. For any cylinders not filled within a six month period, the contractor shall provide inspection, testing, evaluation, and cleaning for those cylinders at no additional cost.

3.2.6 The contractor shall provide Accurate Cylinder Management (ACM) cylinder inventory report via email or U.S. Mail to the Technical Point of Contact (TPC) every six months or within two (2 business days) when requested.

3.3 Liquid and Compressed Gases (Stationary Bulk Tanks)

3.3.1 The contractor shall provide industrial compressed gases in bulk tank quantities to fill stationary bulk tanks as identified in this Statement of Work.

3.3.2 The price for the compressed gases delivered in bulk tank quantities shall include the compressed gas, delivery, all supplies required for inspection/testing/evaluation/maintenance of Government and Contractor owned bulk tanks, and any ancillary services at every delivery.

3.3.3 The contractor shall provide a 24 hour notification via email to the Government Point of Contact prior to arrival of a bulk fill delivery.

3.3.4 Contractor shall be responsible to provide all manpower and equipment, to include hoses in the appropriate sizes for filling of bulk tanks and ensure their hose connections are compatible with the tank fittings.

3.3.5 The contractor shall be responsible for all

inspection/testing/evaluation/maintenance of Government and Contractor owned bulk tanks. For any bulk tanks not filled within a six month period, the contractor shall provide inspection, testing, evaluation, and cleaning for those tanks.

3.3.6 The contractor shall provide all liquid nitrogen bulk tank fills every two weeks and on an as-needed basis as determined by contractor-provided telemetry system monitoring. Tank(s) will be filled to maximum functional capacity at each refilling procedure unless otherwise specified by the Government. The contractor will ensure that bulk liquid nitrogen tanks are maintained at an acceptable level and on a keep-full program to insure continuous and steady flow of liquid nitrogen to government equipment.

The inventory of bulk/stationary tanks at RML is currently 4 each for the containment of nitrogen and carbon dioxide. Of that number, 2 each are Government owned: Carbon Dioxide 1 each 2,500 pound tank; and Carbon Dioxide 1 each 8,000 pound tank. Two each are Contractor owned: Liquid Nitrogen 1 each 1,625 gallon tank; and Liquid Nitrogen 1 each 3,000 gallon tank.

3.3.7 The contractor shall be responsible for providing stationery bulk tanks and equipment (other than those currently owned by the Government), necessary to support the compressed gas requirements of the Government.

3.3.8 The contractor shall lease stationary bulk tanks as required to the Government. The lease price shall include the installation, removal, and lease of the stationary bulk tanks. As required, the contractor shall perform installation/removal of stationary bulk tanks at RML adhering to the following:

a. The Contractor shall not remove, relocate or install any bulk tanks without prior approval by the Government. All requests for removal or relocation of bulk tanks must be submitted in writing to the technical point of contact with a copy of said request forwarded to the Contracting Officer.

b. Installation and/or removal of existing tanks/equipment shall be coordinated with the Government to minimize disruption to operations and shall be completed within seven (7) calendar days after receipt of notification authorizing the installation and/or removal from the Contracting Officer.

c. The Contractor may be required to provide a temporary system during change out of existing system or tanks to eliminate any delay in supply of product.

d. The Contractor shall install their contractor-provided tanks/equipment on existing concrete pads, within the existing system footprints. The contractor shall also perform all inspections and maintenance of contractor-provided tanks/equipment to assure system provides safe and uninterrupted support.

3.4 Addition/Deletion of Items

Additional items may be added to this contract if the Government determines support for these items are within the original scope and intent of this effort, and is in the best interest of the Government to support the customers.

3.5 Safety Requirements

3.5.1 The contractor is responsible for ensuring that all personnel making deliveries have and maintain a valid Commercial Driver’s license at the appropriate level of certification required to transport these types of products.

3.5.2 The contractor shall maintain a copy of all Globally Harmonized System (GHS) Safety Data Sheets (SDS) for the associated products provided under this CONTRACT. The contractor shall also provide a clear, legible copy of all SDS documents to the Technical Point of Contact (TPC) within 5 working days following award of this CONTRACT. All SDS documents are to be the latest revision, therefore when documents are replaced or revised a copy of the newest document shall be forwarded to the TPC.

3.6 Business Transition Efforts for a Non-Incumbent Contractor

3.6.1 Upon issuance of the purchase order, Contractor shall make contact with the Contracting Officer to coordinate an orderly transition from the incumbent contractor.

Unless otherwise specified in the purchase order or directed by the Contracting Officer, the Contractor shall have all equipment required for contract performance installed within 90 days after the award date of the purchase order. An existing inventory shall be taken and all cylinders/bulk tanks returned, exchanged and/or replaced within the 90 day period following award of the contract.

3.6.2 The Contractor will coordinate with the current supplier to effect removal of current equipment and installation of new equipment, or to retain the current equipment.

3.6.3 No guarantee is given or implied that data included in the schedule or this SOW regarding contractor owned equipment currently located at RML is complete and accurate.

3.6.4 Any supplies and/or services required to complete the business transition efforts, not already covered in the price of the compressed gases and/or the leasing/purchase of bulk tanks, will be negotiated as needed.

3.7 Delivery and Cylinder Tracking

3.7.1 Deliveries are currently being made to multiple locations at Rocky Mountain Laboratories. It is the responsibility of the contractor to make deliveries directly to the designated areas (i.e., at the bulk tank outlets or directly to the tank farm, etc.). These deliveries must be accomplished using contractor owned equipment and personnel.

The Government will provide for the disconnection and reconnection of all empty and full cylinders at the end-users’ buildings. The contractor shall remove all empty cylinders from the delivery location and from the facility.

3.7.2 The contractor shall track or have the ability to provide immediate identification of all types and quantities of portable cylinders. The contractor will not be reimbursed for cylinder loss of use due to damage under this Contract.

3.7.3 At the time of each delivery, contractor must provide a legible signed and dated written document that identifies the tank(s) level prior to fill, the level after fill, and the quantity delivered for tanks and cylinders.

3.7.4 The Government reserves the right to relocate portable cylinders, bulk tanks, and contractor owned equipment located on Government property to facilitate emergency responses or to safeguard either Government or contractor owner property. The Government shall notify the contractor within 5 working days should relocation become necessary.

3.7.5 Non-emergency deliveries shall be made during normal working hours of 8:00 am – 4:00 pm Mountain Standard Time (MST). All delivery vehicles shall utilize the Post 4 gate on Baker Street.

3.7.6 The contractor shall ensure pick up of empty cylinders no later than 4:00 pm MST every Thursday and delivery of full cylinders no later than 4:00 pm MST every Friday. If the contractor is not able to fulfill the requirement within this timeframe, the contractor’s representative will phone a technical point of contact no later than 3:00 pm MST on Friday. Should any Thursday or Friday fall on a Federal Holiday, the contractor’s representative shall make provision for an alternate service date and provide notice to the agency’s key personnel no later than two (2) business days prior to the original service date.

3.7.7 Emergency orders shall be delivered to the designated location within 24 hours following placement of the order. The Government must identify the order as an “Emergency Order”. Unless otherwise directed by the Contracting Officer, emergency deliveries shall also be made during normal working hours of 8:00 am to 4:00 pm MST.

3.7.8 The contractor shall accept returns, at no cost to the Government, under the following conditions:

a. Vendor error.

b. Containers that are damaged and may pose an unsafe condition for use.

c. Product has been recalled by the manufacturer.

d. Product does not meet the quality standards specified.

3.8 Customer Service

3.8.1 The contractor shall provide a Contractor point of contact responsible for facilitating resolution of all customer service problems, obtaining and providing answers to technical questions/concerns, and capable of suggesting alternative solutions regarding handling, storage, delivery, distribution, and customer operations.

Any pertinent information should be included in a monthly status report.

3.8.2 The contractor shall provide monthly usage report to the technical point of contact and the Contracting Officer.

3.8.3 On occasion, business may be required outside the normal working hours if accelerated deliveries in cylinder and bulk tank quantities are required.

4.0 Data Deliverable

Title SOW Paragraph Due Date Cylinder Inventory Report

3.1.4, 3.7.2 Every 6 months or upon request

Monthly Usage Report 3.8.2 Monthly, on 10th calendar day

5.0 Government Furnished Items

None.

6.0 Security Requirements

Contractor personnel requiring access to the RML facility shall provide a valid U.S.

federal or state-issued photo ID in accordance with the RML visitor approval process in effect at the time of the visit. The on-site contractor personnel may be escorted by RML employees and will be issued a visitor badge each day while on site and shall return their badge to RML security personnel at the end of the visit.

6.1 Badge Control. The Contractor shall establish and implement methods of making sure all badge cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons.

7.0 Safety and Health

The contractor shall comply with all Department of Health and Human Services (DHHS), federal, state, OSHA standards and local environmental laws and regulations concerning the environmental, occupational safety and health, and hazardous material. In case of conflict among these laws and regulations, the most stringent law or regulation shall apply. The contractor shall ensure employees have all required training and certifications related to Occupational Safety and Health Administration (OSHA) requirements.

8.0 Hazardous Materials

The contractor will provide personnel responsible for the handling of the hazardous materials and the respective Safety Data Sheets (SDS). This responsibility includes proper training in handling and disposal of the hazardous materials.

9.0 Post Award Conference/Periodic Progress Meetings

The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, technical representative, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced.

Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

10.0 Period of Performance

The period of performance is April 1, 2017 through March 31, 2018, hereto referred to as the Base Period. This effort includes four (4) option periods, which may be unilaterally exercised by the Government. Each option period shall not exceed one year in duration, unless mutually agreed upon a formal modification is issued. The presence of Option Years does not obligate the Government to exercise the Option Year(s). All terms and conditions applicable to the base period shall extend to the options unless otherwise agreed upon. The option period is subject to the availability of funds.

Base Period: April 1, 2017 through March 31, 2018 Option Period 1: April 1, 2018 through March 31, 2019 Option Period 2: April 1, 2019 through March 31, 2020 Option Period 3: April 1, 2020 through March 31, 2021 Option Period 4: April 1, 2021 through March 31, 2022

11.0 Place of Performance

Rocky Mountain Laboratories 903 South 4th Street Hamilton, Montana 59840

12.0 Recognized Holidays

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

February 8, 2017

APPENDIX A

Core Liquid and Compressed Gases - Cylinders, Bulk, Lease, and Demurrage

Description Cylinder/ Tank Size

Contractor or Government Owned Cylinders UOM ANNUAL QTY

GP55 Liquid Nitrogen, Industrial Grade LS180 Both CYL 350 Carbon Dioxide, Industrial Grade 50 lbs. Both CYL 150 Nitrogen, Industrial Grade 99.95% T Both CYL 400 40 CUFT Nitrogen 40 Government CYL 12 Helium, UHP Certified Grade (99.999%) T Both CYL 12 Oxygen, USP Certified Medical Grade 99.995% (249 CF) KM Both CYL 150 Oxygen, USP Certified Medical Grade 99.995% (150 CF) S Both CYL 12 Oxygen, USP Certified Medical Grade 99.995% (15 CF) 398 Liters D Both CYL 12 4% H2/ 5% CO2/ 91% N2 Certified T Contractor CYL 12 Carbon Monoxide 99 PPM - Balance

- Nitrogen, EPA Protocol multi-component mix with Certificate of Analysis

ALS

Aluminum Both CYL 12

Liquid Nitrogen, Industrial Grade, Bulk Delivery

3,000 gallon tank Government CF 7,000,000

Carbon Dioxide, Industrial Grade, Bulk Delivery

2,500 lb.

tank Government LB 62,500

Carbon Dioxide, Industrial Grade, Bulk Delivery

8,000 lb.

tank Government LB 62,500

Cylinder Demurrage for Compressed Gas EA 150 Cylinder Demurrage for Gas Pack Cylinder EA 50 Lease for 3000 Gallon Bulk Tank Liquid Nitrogen EA 1 Lease for 1500 Gallon Bulk Tank Liquid Nitrogen EA 1

February 8, 2017

(OPTIONS) Optional Core Liquid and Compressed Gases – Cylinders

Description Cylinder/ Tank Size

Contractor or Government Owned Cylinders UOM ANNUAL QTY

Carbon Dioxide, Industrial Grade 100 lbs. Contractor CYL 100 Argon, UHP Certified Grade (99.999%) T Both CYL 12 Argon, UHP Certified Grade (99.999%) 40 Both CYL 12 GIGA Plus Argon (Praxair) (99.9999%) T Both CYL 12 Nitrogen, Industrial Grade 99.95% R Contractor CYL 12 Nitrogen, Industrial Grade 99.95% 40 Contractor CYL 12 Nitrogen, UHP Certified Grade (99.999%) K Both CYL 12

T Both CYL 12 Chromatographic Helium (99.9999%) 5% CO2/ 21% O2/74% N2 Med Blood Gas - Certified T Both CYL 12

5% H2/ 95% Nitrogen Certified

ALS

Aluminum Both CYL 12

49% CO2 - 51% O2 Cylinder T Both EA 12 5% CO2/ 95% Oxygen - Certified T Contractor CYL 12

1800PPM CO/ 20% O2/ N2 EPA

Protocol multicomponent mix with Certificate of Analysis

ALS

Aluminum Both CYL 12

5% CO2/ 5% O2/ 90% N2 Certified

ALS

Aluminum Both CYL 12

5% CO2/ Balance N2 Certified T Both CYL 12 CP Grade Carbon Monoxide (99.5%) K Both CYL 30 Acetylene MC Both CYL 24 2.5%CO2/ 7.5% Argon/ 90% Helium 4-40 Both CYL 12 2.5%CO2/ 7.5% Argon/ 90% Helium 4Q Both CYL 12