Statement_of_Need_1333MH25Q0005.docx

STATEMENT OF NEED

Helium for NWS Salt Lake City, UT

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 Salt Lake City, UT launches weather balloons routinely twice a day at 3am and 3pm MST (4am and 4pm MDT). Each balloon requires approximately 85 cubic feet (CF) of helium. 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 helium (between 1,190 CF and 5,400 CF) to perform the weather balloon launches on schedule. The supply will be re-stocked approximately every three weeks.

3. SCOPE

The Contractor is responsible for supplying helium to the NWS Weather Forecast Office (WFO) located at 2242 West North Temple, Salt Lake City, UT 84116.

The total amount of helium to be delivered for the base requirement is 46,580 CF. This is based on our rate of use of 85 CF per balloon launch, with two launches per day, for 274 days.

Up to 18 cylinders will be provided by the Contractor and stored at the NWS site at all times. The gas will be delivered incrementally throughout the period, swapping the empty cylinders for full cylinders. We hold 1,190 CF of gas in reserve for emergency contingency operations at all times. As an example, at our rate of use, if one cylinder is 291 CF, we will need a delivery of 13 full cylinders approximately every 22 days.

There is an option to increase quantity by not more than 40% of the initial quantity, representing an increase of up to an additional 18,632 CF, for a maximum contract delivery quantity of 65,212 CF. This is an optional need because we have occasional additional balloon launches, or an occasional balloon break. The option for increase also includes up to seven additional deliveries in order to execute delivery of the additional gas. The option does not include a time extension to the period of performance.

4. GOVERNMENT POINTS OF CONTACT

The telephone number for the Salt Lake City WFO is 801-524-4378. The Meteorologist in Charge (MIC), Administrative Support Assistant (ASA), and Observation Program Leader (OPL) are the primary positions involved in helium.

5. PERIOD OF PERFORMANCE

The period of performance for this requirement is 9 months, July 1, 2025 through March 31, 2026. There are no option periods included with this requirement.

6. PLACE OF PERFORMANCE

All deliveries are to be made to the NWS office at 2242 W North Temple, Salt Lake City, UT 84116. The point of delivery is at the Upper Air Inflation building, located north (behind) of the main building.

7. REQUIREMENTS

Site Storage and Usage: This site is capable of storing up to 18 cylinders of helium at a time.

All helium must be provided in individual cylinders as the facility is not arranged to allow for other configurations, such as 6-packs. Each cylinder shall contain between 197 and 300 CF of helium. The Government has space at the delivery point to receive and store up to 18 cylinders of helium at a time.

This site uses a minimum of 170 CF of helium per day, every day of the year. Actual use and the correlated number of cylinders per delivery depends on how many cubic feet of helium is provided in each cylinder, and also has the potential to vary if we have to launch extra balloons. Over an average two week period, with no extra launches, we will use approximately 2,380 CF. However, we need to keep an additional store of 1,190 CF of helium on site in case of additional unforeseen launches or delayed deliveries. The intent is that we will be replenished to our maximum of 18 cylinders after each completed delivery.

Initial Delivery: The contractor shall supply between 3,546 CF and 5,400 CF of helium on or shortly after July 1, 2025, with the actual delivery date coordinated with one of the Points of Contact listed in Section 4, above. We understand the exact amount supplied will vary based on the size of the cylinders. The helium will be contained in no more than 18 individual cylinders.

Delivery Schedule: After the initial delivery, the Contractor will replenish back to 18 cylinders of helium every two to three weeks. The delivery schedule shall be arranged upon contract award, based on cylinder size, with one of the NWS points of contact listed in Paragraph 4, below. In accordance with the arranged schedule, the Contractor shall replace all empty helium cylinders with full helium cylinders. The Contractor shall pick up the empty cylinders in the same trip. The Contractor shall provide the NWS point of contact at least three business days advance notice of a scheduled delivery. The NWS may opt to cancel or reschedule the delivery if needed.

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.

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 and shall communicate the change in advance to the NWS points of contact. The Contractor will contact the NWS office if a delivery is going to be delayed for any other reason.

In the event of a helium 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 helium from another supplier outside of this contract.

Performing Deliveries: The Contractor shall contact NWS personnel at this location when arriving for a delivery. NWS personnel will accompany the driver to the delivery point to unlock the storage area. NWS personnel will not assist with loading or unloading of cylinders. This location does not have a lift gate, platform, or forklift to assist with unloading; all equipment necessary for loading and unloading the helium shall be provided by the Contractor. 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.

The Contractor shall perform the pickup of empty cylinders and delivery of full cylinders in the same trip. 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.

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 or more than replenishment of helium to between 3,546 CF and 5,400 CF, or delivery results in unsafe conditions on-site, etc), 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 helium being unavailable at the launch site. The end-of-contract transition period may include a lighter delivery in the final weeks of the contract.

8. 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 one of the NWS points of contact, 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.

9. INVOICING

The Contractor will invoice on monthly basis in arrears for that month’s helium deliveries and related surcharges (i.e. cylinder rental fee, etc.). The invoice must be submitted in the Invoice Processing Platform, IPP. The invoice must include an attachment that provides the detailed cost breakdown of each delivery, to include the date of delivery, number of cylinders swapped, and the applicable cost for all elements of the delivery and rent.