SON_1333MH22QNWWT0017.pdf

STATEMENT OF NEED

Hydrogen for Medford, OR

1. BACKGROUND

The National Weather Service (NWS) is a 24 hour, 365 day operation, and is a public safety agency. The primary mission of the NWS is the protection of life and property. The NWS in Medford, OR launches weather balloons routinely twice a day at 4 am and 4 pm PDT. Each balloon requires approximately 80 cubic feet (CF) of hydrogen.

Instrumentation is attached to each balloon which provides measurements of temperature, humidity, wind speed and direction, and height. This data is transmitted worldwide and used to make weather forecasts out to 10 days.

2. OBJECTIVE

The objective of the NWS is to receive and keep on-hand an adequate supply of hydrogen (up to 3,760 CF, but no less than 1,120 CF) to perform the weather balloon launches on schedule. The supply will be re-stocked every other week (bi-weekly). We anticipate using a minimum of 2,240 CF and a maximum of 2,640 CF every 14 days. The additional 1,120 CF is a contingency reserve that is intended to mitigate potential missed launches due to circumstances beyond our control.

3. SCOPE

The Contractor is responsible for supplying hydrogen to the NWS office located at 4003 Cirrus Drive, Medford, OR. Up to 3,760 CF will be stored on site. Deliveries will be every other week of between 2,240 CF and 2,640 CF.

There may be up to six additional “ad hoc” deliveries required. The total amount of hydrogen to be delivered for each period of this requirement is a minimum of 58,240 CF, up to a maximum of 67,520 CF.

4. PERIOD OF PERFORMANCE

The base period of performance for this requirement is 12 months, beginning May 1, 2022 and ends April 30, 2023.

There are four options of one year each for the same quantity as the base period:

Option 1: May 1, 2023 – April 30, 2024 Option 2: May 1, 2024 – April 30, 2025 Option 3: May 1, 2025 – April 30, 2026 Option 4: May 1, 2026 – April 30, 2027

5. PLACE OF PERFORMANCE

All deliveries are to be made to the NWS office at 4003 Cirrus Drive, Medford, OR. The point of delivery is at the Upper Air Inflation building.

6. REQUIREMENTS

Site Storage and Usage: All hydrogen must be provided in individual cylinders as the facility is not arranged to allow for other configurations, such as six-packs. The Government has space at the delivery point to receive and store up to 18 cylinders of hydrogen at a time. Each delivery shall result in replenishing to 3,760 CF of hydrogen, therefore, each cylinder must contain a minimum of 208 CF of hydrogen.

This site uses a minimum of 160 CF of hydrogen per day, every day of the year. Actual use and the correlated number of cylinders per delivery depends on how many cubic feet of hydrogen is provided in each cylinder, and also has the potential to vary if we need to launch extra balloons. Over an average two week period, with no extra launches, we will use approximately 2,240 CF. However, we need to keep an additional store of 1,120 CF of hydrogen on site in case of additional unforeseen launches or delayed deliveries. The intent is that we will be replenished to our maximum of 3,760 CF after each completed delivery.

Initial Delivery: The contractor shall supply 3,760 CF of hydrogen on or shortly after May 1, 2022, with the actual delivery date coordinated with one of the Points of Contact listed in Section 8, below. We understand the exact amount supplied will vary based on the size of the cylinders. The hydrogen will be contained in no more than 18 individual cylinders.

Delivery Schedule: After the initial delivery, the Contractor will replenish back to 3,760 CF of hydrogen every other week, in accordance with the arranged schedule, replacing all empty hydrogen cylinders with full hydrogen cylinders. The Contractor shall pick up the empty cylinders in the same trip. If additional deliveries are required prior to the next regularly scheduled delivery, the NWS will contact the Contractor and request the additional delivery, with delivery to be completed within three business days of being contacted. The delivery schedule shall be arranged upon contract award with one of the NWS points of contact listed in paragraph 8 below.

Balloon launches occur twice a day, every day of the year, regardless of holidays. Therefore, the delivery schedule needs to be maintained regardless of holidays. If a holiday falls on a scheduled delivery day and the Contractor is not able to complete a regularly scheduled delivery, the Contractor shall make arrangements in advance for an alternate delivery date. The Contractor will contact the NWS office if a delivery is going to be delayed for any other reason.

In the event of a hydrogen shortage by the Contractor or their supplier, the Contractor is responsible for communicating the shortage to the NWS as soon as possible, but no less than two days prior to the next scheduled delivery. If the Contractor is unable to find a reasonable supply in time to fill the requirement, the NWS reserves the right to purchase hydrogen from another supplier outside of this contract.

Performing Deliveries: The Contractor shall contact NWS personnel at this location when arriving for a delivery by going to the Weather Forecast Office building. An employee will open the doors at the Upper Air building for delivery and pickup. The Contractor shall ensure the bottles are securely strapped to the stand at delivery and placed in an orderly/neat and clean fashion with cap loose and nozzle facing out. The Contractor shall perform the deliveries in such a manner that there will be minimal interruption to or interference with the normal operation of Government business on the premises. Prior to departure, the driver will go back to the office and get a signature for delivery and leave a copy of the receipt.

Evidence of Delivery: The Driver shall provide evidence of delivery by way of receipt signed by an NWS representative at the time of delivery. A copy of the signed receipt shall be left with the NWS representative, and a copy shall also be attached to the associated invoice.

Compliance: If any of the deliveries do not conform to contract requirements (i.e. a delivery results in less than full replenishment of hydrogen to 3,760 CF), the Government reserves the right to require the Contractor to bring the delivery into conformity with contract requirements, at no increase in contract amount (i.e. without additional delivery charges).

Transition Period: If this contract is awarded to other than the incumbent Contractor, then prior to the first day of the contract, the new Contractor and one of the NWS points of contact, listed in paragraph 8 below, shall establish the delivery schedule, including coordinating the initial delivery to coincide with the pickup of cylinders by the former contractor. Likewise, upon completion of this contract, if the new follow-on contract is awarded to other than the current Contractor, the current Contractor shall participate in the transition coordination efforts in order to minimize the risk of a missed balloon launch due to the hydrogen being unavailable at the launch site. The end-of-contract transition period may include a lighter delivery in the final weeks of the contract.

7. SAFETY AND SECURITY

All rules concerning safety, not smoking and the security of the property must be observed at all times.

Safety Data Sheets (SDS) must be provided by the Contractor to the MIC or ASA at each office, where the information will be kept on file in accordance with applicable guidelines of the OSHA Hazard Communications Standard. Requirements pertaining to recordkeeping will be strictly followed, with copy(s) provided to MIC as necessary and upon request.

8. POINTS OF CONTACT

The Government contacts at the NWS office in Medford, OR are:

Observation Program Leader – 541-776-4303 Administrative Support Assistant –541-776-4303 x221 Meteorologist-in-Charge –541-776-4303 x222

9. INVOICING

The Contractor will invoice in arrears for deliveries and related surcharges. Cylinder rent will be invoiced monthly in arrears. The invoice must include the following items:

a. Name and address of the contractor, which must be the same as that on the Purchase Order

b. Invoice date and invoice number

c. Purchase Order number and associated line item number from the Purchase Order

d. Description, quantity, unit of measure, unit price and extended price of supplies delivered, and date of delivery

e. Evidence of delivery by way of receipt signed by NWS representative at the time of delivery

f. Name (where practicable), title, phone number, and mailing address of person to notify in the event of a defective invoice (a defective invoice is one that does not meet all the above requirements)

Invoices shall not be emailed. Paper copy invoices shall be sent to the following address:

National Weather Service 4003 Cirrus Drive Medford, OR 97504