Statement_of_Work.pdf

RFQ 140P8326Q0006 National Park Service

Bulk Propane Delivery

BACKGROUND

The NPS owns and operates numerous buildings and facilities in Stehekin, Washington, including offices, warehouses, and employee housing, many of which use propane for heating and/or cooking. We have an ongoing need for propane deliveries, particularly during the winter months. This solicitation will lead to an indefinite delivery requirements contract for propane to be delivered for up to five years (awarded as a base year plus four option years). An established target price and estimated quantity will be stated for each year, with both allowed to fluctuate during the contract period. The total contract price for the four years is expected to be <$150,000 and the total quantity delivered per year is estimated to be between 8,000 and 13,000 gallons.

The Government may unilaterally exercise Option Years 1 through 4 by modifying the purchase order resulting from this RFQ.

LOCATION

Stehekin is located at the head of Lake Chelan, 55 miles from the town of Chelan, WA, within

Lake Chelan National Recreation Area. Maps, description, accommodations, and services may be viewed at www.nps.gov/lach or www.nps.gov/noca/planyourvisit/stehekin.htm or www.stehekin.com. The only access is by public passenger-only ferry, barge, or private vessel from Chelan. Contractors are advised that barges run infrequently and it is recommended that

Contractors verify scheduled runs and costs, or cost of charter runs, with the barge company before submitting an offer. The propane tanks to be serviced in this contract are within twelve miles of the boat/barge landing.

STATEMENT OF WORK

The work to be performed under this contract consists of delivering liquid propane gas (LPG) to specified tanks in the Stehekin valley in accordance with federal, state, and county regulations and the following requirements. The contractor shall provide all management, supervision, labor, materials, supplies, transportation and equipment; and shall plan, schedule, coordinate and ensure the effective supply and delivery of propane.

Propane tank details are listed below. The specific house tanks to be filled under this contract may vary through time and may be unilaterally adjusted at any time during the contract period by written notification from the Contracting Officer (CO) or their Representative (COR) to the

Contractor. Tanks at the Maintenance Yard, the Golden West Visitor Center (GWVC), Hilton/Fire Cache, and the Wastewater Treatment Plant (WWTP) will always be filled under this contract.

Houses (with tank size in gallons): High Bridge cabin (250), Yurts (125), Leaf (500), Russel

(500), Simmerman (500), New Castle (1,000), Boulder (1,000), Wilsey (500), Imus (500), Hilton/Fire Cache (500), Buckner (500), Robertson (500), Pickens (500), Kiethly (500), Castle

(500), and up to five other houses that may be added to this contract based on workforce needs.

High Bridge is located approximately 12 miles north of the barge/boat landing and the rest are located at or within 5 miles north of the landing.

Facilities (with tank size in gallons): Maintenance Yard (1500), Golden West Visitor Center

(1,000), and Wastewater Treatment Plant (500), all located within four miles of the landing.

NPS staff will monitor the LPG level in each tank listed above. When propane level falls below

30% at any tank, NPS staff will notify contractor who will schedule an LPG delivery as soon as possible. Occasionally a change in tenancy or other consideration will require a fill before the tank is down to 30%.

NPS may also require periodic filling of small, portable tanks.

Delivered amounts will be enough to “top off” each specified tank to at least 70% full. Delivery shall take place during regular business hours (8:00 am-4:30 pm, Monday through Friday) and should be coordinated with the Stehekin Maintenance Supervisor or designee, who will inspect the service and confirm the delivered amount. Delivery shall be accomplished in a safe manner, in accordance with the regulations listed below, and without damage to National Park Service or other property.

APPLICABLE REGULATIONS

Shipping and transfer of flammable gases are regulated by the Washington State Department of

Transportation and the Federal Motor Carrier Safety Administration. Specific licensing and permit requirements are codified in CFR, Title 49, Parts 100-177 and Parts 383-399 as well as elsewhere. The regulations pertain to the loading and unloading of flammable gas, accidents, inspections, certification of operators, drug testing, and other safety aspects of the transfer operation; it is the contractor’s sole responsibility to research and comply with all pertinent regulations during the performance of this contract.

The offeror shall furnish the Contracting Officer acceptable evidence showing that required licenses and certifications have been obtained, including drivers’ state-issued commercial driver’s licenses with hazardous materials endorsement. If, during the contract performance period, there is a change in Contractor’s personnel, the Contractor shall furnish evidence that the new employees meet these requirements.

INVOICING AND PAYMENT

Contractor shall prepare and submit invoices monthly. Each itemized invoice shall identify the date, location, quantity, and current price for each delivery, as well as the invoice total. Payment will be by electronic funds transfer to the bank account identified in the vendor’s SAM record.

Terms are net 30 days, unless a prompt payment discount is offered and accepted. The

Contractor shall electronically upload their invoices to www.IPP.gov, after obtaining instructions regarding which purchase order line to post the amounts against; refer to IPP clause.

The price charged to the government shall be the same or lower than the bulk price charged to the contractor’s other customers for deliveries in the same time period. Because the cost of propane may vary, the price of propane delivered under this contract may fluctuate, upward or downward in accordance with FAR clause 52.216-2. If the price change is within 10% of the established price for each year, no formal notification or contract modification is required. If, however, the price increases by more than 10% from the annual target established price, the contractor shall notify the Contracting Officer in writing before any monthly deliveries are made at the higher price. The contractor may charge a nominal fixed per-gallon administrative/delivery fee above the bulk price to cover the cost of our contract requirements;

this price shall be stated in the quote for each performance period.

Base year February 10, 2026 – February 9, 2027

Option Year 1 February 10, 2027 – February 9, 2028

Option Year 2 February 10, 2028 – February 9, 2029

Option Year 3 February 10, 2029 – February 9, 2030

Option Year 4 February 10, 2030 – February 9, 2031