Government Responses to Vendor Questions.pdf

Questions and Answers

W911S626QA009

Question 1: The BPN Newsletter sometimes references "EIA Wholesale" prices. If an offeror chooses to use this as their index, is it sufficient to state "EIA Wholesale" on the Attachment 2 - Pricing Schedule?

Answer 1: No. As detailed in Amendment 1, the Government is establishing a single, mandatory evaluation baseline to ensure a strictly equitable and "apples-to-apples" price comparison.

Offerors are not permitted to use an "EIA Wholesale" price as their index.

All offerors must base their pricing exclusively on the BPN Weekly Propane Newsletter posting for Kinder Morgan – Altamont, Utah, published on Thursday, April 23, 2026. Attachment 2 - Pricing Schedule has been updated in this amendment to hardcode this mandatory location and date.

Offerors must also submit verifiable proof of this specific published price with their Volume III Price Quote.

Question 2: Are there any restrictions on delivery days of the week or delivery hours for propane deliveries across the installation? Are weekend deliveries permitted?

Answer 2: Generally, no. Deliveries of propane may occur at any time (including Fridays, weekends, and outside of normal work hours), provided that the specific tank location does not require special access, escorts, or coordination. However, for secure or remote locations that do require special access or coordination with Government personnel, deliveries must be made during normal base operating hours (Monday through Thursday, 7:00 A.M. to 5:30 P.M. local time, excluding Federal Holidays) unless otherwise coordinated in advance with the Contracting Officer's Representative (COR). Weekend deliveries to these secure areas require advance coordination with the COR for base access and pre-screening.

Question 3: Will contractor drivers require any special keys, lock combinations, escorts, or access codes to reach any of the propane tank locations?

Answer 3: Some remote or secure locations within Dugway Proving Ground require coordination with the COR for access due to security needs. The contractor will not typically be issued master keys for secure facilities; access to gated or locked areas will be coordinated through the COR or designated facility managers during normal business hours. All drivers must meet the installation access and background check requirements.

Question 4: Is cellular service available at all tank locations across Dugway, or are there areas without signal coverage?

Answer 4: No, cellular service is not available at all tank locations. As explicitly noted in the Addendum to FAR 52.212-1 (Notice of Local Site Conditions), cellular service at Dugway Proving

Ground is extremely limited. Currently, AT&T is the only cellular carrier with reliable service across most of the installation. Service from other major carriers is intermittent and non-existent in many areas. Contractors are responsible for ensuring their personnel have adequate means of communication.

Question 5: The PWS requires maintaining tanks at or above a certain capacity. May the contractor install remote tank monitoring (telemetry) devices on tanks to ensure compliance?

Answer 5: Performance Work Statement (PWS) Performance Requirements Summary (PRS) #3 requires the contractor to not allow fuel levels to fall below 20% of tank capacity. The contractor is permitted and encouraged to install remote tank monitoring devices to ensure compliance with this "zero outage" requirement. The choice to use telemetry is the offeror's. Note: Telemetry installed at offeror’s expense.

Question 6: If an existing tank gauge is incompatible with remote monitoring equipment, is the contractor authorized to replace the gauge at no cost to the Government?

Answer 6: Yes. For any Contractor-owned tanks, the contractor may change gauges as needed.

For any Government-owned tanks, the contractor is authorized to replace incompatible gauges with remote monitoring-compatible gauges at no additional cost to the Government, provided the replacement does not damage the tank system and the action is coordinated in advance with the

COR.

Question 7: Regarding the Phase-In transition, is the incoming contractor responsible for switching out the 1000-gallon tanks currently owned by the incumbent? What is the specific timeline/date for this tank swap-out? Can we charge for this?

Answer 7:

• Switching Tanks: Yes. Please refer to Technical Exhibit C - Dugway Propane Tank List for the exact quantities, sizes, and ownership status of all tanks. The incoming contractor is responsible for providing replacement tanks for all incumbent-owned tanks.

• Timeline: The Phase-In period is exactly 30 calendar days following contract award. The offeror's Volume I Transition Plan must demonstrate the methodology for accomplishing this within the required timeframe.

• Charging for Phase-In: The solicitation includes a specific line item, CLIN 0003 - Phase-In Activities, which is a Firm-Fixed-Price CLIN where offerors shall propose all costs associated with the transition, including the placement of new tanks.

Question 8: What are the current tank levels? This will help us understand the work requirement around how much gas needs to be transferred for tank swaps.

Answer 8: The Government cannot provide exact tank levels for the transition period, as consumption and refill operations fluctuate continuously. Offerors should assume that at the time of the Phase-In period, tank levels will be at standard operational capacities (generally between 20% and 80%). Offerors must account for the labor, equipment, and time required to perform safely executed tank swaps and fuel transfers within their proposed Firm-Fixed-Price for CLIN 0003 (Phase-In Activities).

Question 9: What is the annual usage per tank location? This will help us understand how much is used by the large tanks 15,000g and above.

Answer 9: Specific, tank-by-tank annual usage fluctuates significantly based on weather conditions, base operations, and testing schedules, and therefore cannot be guaranteed.

However, to assist offerors with logistical planning and routing, the Government is providing historical delivery data as an attachment to this amendment. Please see "Technical Exhibit E - Historical Delivery Data (Apr 2025 - Mar 2026)." Offerors should base their pricing on the overall estimated annual quantities provided in the solicitation (174,000 gallons for AFH; 1,028,000 gallons for Non-AFH) while using Technical Exhibit E and the tank capacities listed in Technical Exhibit C to estimate their optimal fleet and routing mix.

Question 10: Can separate pricing be submitted for transport loads (15,000g tanks and above) and bobtail loads? Is there a requirement for how the propane is dispersed?

Answer 10: No, separate pricing cannot be submitted. The method of delivery (e.g., small bobtail truck vs. large transport truck) is entirely at the Contractor's discretion, provided the vehicles can safely access the tank locations and maintain the required 20% minimum fill level. Offerors must propose a single, blended, fully burdened markup per gallon for each respective CLIN (Army Family Housing and Non-Army Family Housing) that accounts for their overall delivery methodology and fleet mix.

Question 11: Can we please coordinate an additional site visit? Who can we work with to schedule a date and time?

Answer 11: No. In accordance with the Addendum to FAR 52.212-1, Paragraph 4, the formal, public Site Visit was scheduled and conducted on Tuesday, 21 April 2026. The Government will not accommodate requests for individual, alternative, or private site visits outside of this scheduled event.

Question 12: Is there a bulk storage tank on site? The 2021 Bid references a Manookin Road storage tank that was available to the contractor. If yes, what size is this tank and who owns it?

Answer 12: There are no Government-owned bulk storage tanks provided for contractor use.

However, as stated in PWS Section 3.1.1, the Government provides a fenced area on Manookin Road (approximately 190 ft x 190 ft) for the placement of contractor-owned interim bulk storage tanks. This space is provided for the convenience of the contractor. The contractor must provide their own tanks and determine the size/quantity needed.

Please note: The Government is currently assessing the specific terms of the Directorate of Public Works (DPW) license agreement required for the use of this space, including responsibilities for yard upkeep and maintenance. As noted in Answer 24b, offerors shall NOT include costs for yard upkeep/maintenance in their quote at this time. Once final maintenance responsibilities for the yard are definitively established with the awardee, a contract modification and/or the final license agreement will be executed to incorporate those terms.

Question 13: If usage per tank cannot be provided, then please at minimum provide:

a. CLIN 0001 – of the 174,000g estimated, how much of this is used by the 30,000g tank?

b. CLIN 0002 – of the 1,028,000g how much of this is used by tanks 15,000g and larger?

Answer 13: The Government cannot provide a guaranteed breakdown of consumption by tank size due to fluctuating operational requirements. However, please refer to the newly attached "Technical Exhibit E - Historical Delivery Data (Apr 2025 - Mar 2026)," which details the actual gallons delivered by location over the past year. Offerors must use this historical data, along with the tank infrastructure details in Technical Exhibit C, to determine their own logistical requirements and formulate their quotes based on the overall estimated quantities provided in the solicitation.

Question 14: Are there any underground tanks?

Answer 14: Yes. There is one underground storage tank (UST) located at facility 5111.

Question 15: What is the current price per gallon being paid?

Answer 15: The current contract was awarded competitively in 2021. For historical pricing information, offerors may refer to the publicly available contract data in SAM.gov by searching for the incumbent's contract number, W911S621C0002.

Question 16: Are there specific invoice requirements? (Ex: Can we submit one monthly invoice summarizing deliveries for that entire month?) Is it similar to other government agencies?

Answer 16: Yes. As stated in FAR 52.212-4(g) and the DFARS 252.232-7006 Wide Area WorkFlow (WAWF) Payment Instructions clause, invoices must be submitted electronically through the WAWF system, which is standard for DoD contracts. The contractor shall submit a single, consolidated invoice on a monthly basis, summarizing all deliveries made during that billing cycle, separated by CLIN (AFH vs. Non-AFH).

Question 17: Regarding pricing... To ensure an equitable and “apples-to-apples” comparison of bids, would Dugway Proving Ground consider specifying a single BPN index posting (location and date) that all vendors are required to use? Must the margin be quoted as a fixed price? Does DPG have a BPN subscription to verify prices?

Answer 17: The Government agrees that a uniform baseline is required for a fair and equitable evaluation. Therefore, the solicitation is amended as follows:

• Mandatory Index Date and Location: To create a uniform baseline for evaluation and contract administration, all offerors are now required to use the BPN Weekly Propane Newsletter published on Thursday, April 23, 2026, for the "Kinder Morgan – Altamont, Utah" posting as their sole baseline index price. Furthermore, the Kinder Morgan – Altamont, Utah posting shall be the sole BPN index used for all Economic Price Adjustments for the duration of the contract. Attachment 2 has been updated to reflect this mandatory baseline.

• Fixed Margin: Yes, the proposed markup/margin must be a firm-fixed price per gallon that will remain constant for the duration of the performance period. An offeror's fully burdened markup must account for all freight, logistical costs, labor, and profit necessary to deliver the fuel to Dugway Proving Ground.

• Verification/Subscription: The Government does not currently maintain a BPN subscription. Therefore, offerors must submit verifiable proof (e.g., an authorized excerpt, screenshot, or certified pricing letter from their supplier) of the April 23, 2026, Kinder Morgan – Altamont, Utah BPN index price with their Volume III Price Quote. Post-award, the awardee will be required to submit authorized BPN documentation with each monthly WAWF invoice to verify the fluctuating index price.

Question 18: To what extent is the contractor required to maintain the propane tanks on the installation? Does this include parts like valves, regulators, or vaporizers? Who is responsible for the maintenance of Government-owned tanks?

Answer 18: Maintenance responsibilities are dictated by tank ownership, as detailed in PWS Section 1.4 and Technical Exhibit C (Tank List).

• For Contractor-Owned Tanks: The contractor is fully responsible for all maintenance, repair, and replacement of the tanks and associated immediate hardware (e.g., 1st stage regulators, valves, gauges, support blocks) to ensure they remain safe, sound, and fully functional in accordance with all Federal, State, Local, and industry standards at no additional cost to the Government.

• For Government-Owned Tanks: The Government is responsible for the maintenance of Government-owned tanks and associated Government-owned vaporizers. The contractor is not responsible for their physical maintenance or repair. However, the contractor is required to inspect the tanks during fueling operations and immediately report any identified maintenance or operational issues to the Contracting Officer's Representative (COR) for Government resolution.

Question 19: Will the Government provide winter road maintenance and snow removal for remote tank locations?

Answer 19: Yes. The Government provides snow removal for most locations to maintain general access. However, Contractors must be prepared for winter driving conditions, especially to remote sites.

Question 20: Will the DPG-issued contractor badge provide access to other military installations?

Do third-party transport drivers require long-term badges?

Answer 20: No. The security badge issued by Dugway Proving Ground is for access to DPG only.

For infrequent or one-time deliveries, a 1-day visitor pass may be approved. However, drivers making regular, recurring deliveries must undergo screening and obtain a long-term badge. All personnel must adhere to the installation's Good Order and Discipline standards.

Question 21: For the smaller Government-owned tanks in Army Family Housing (AFH), can tanks that are not being utilized be moved, or can the configuration be changed to use fewer tanks?

Answer 21: This will depend on the specific site requirements. The Contractor may propose configuration changes to the COR, which will be evaluated and approved by the Government on a case-by-case basis.

Question 22: Can a large transport truck temporarily block a road if needed to access and fill tanks?

Answer 22: Yes. Transport trucks may park next to tanks if accessible, and roads can be temporarily blocked or flagged off if necessary to accommodate safe filling operations, provided there is proper coordination with DPG security and the COR.

Question 23: Does the Government perform internal meter readings on the tanks?

Answer 23: For Army Family Housing (AFH), the Government has meters on the individual homes which are used for internal billing. However, the Contractor's billing to the Government is based exclusively on the bulk gallons delivered to the tanks.

Question 24a: Can the Contractor keep equipment or a camper/RV at the Manookin Road bulk storage site?

Answer 24a: The Manookin Road site is for equipment and fuel storage only. The Contractor may utilize the DPG RV park or base housing for personnel accommodation, subject to availability and standard installation housing procedures.

Question 24b: Who is responsible for the maintenance (e.g., weed control, general upkeep) of the fenced yard?

Answer 24b: Regarding utilities: The site has metered electricity, which the contractor is responsible for paying. Regarding yard maintenance: The Government is currently reviewing the DPW license agreement to determine the exact allocation of responsibilities for the general upkeep/maintenance of the fenced area (e.g., weed control). Offerors shall NOT include costs for yard upkeep/maintenance in their quote at this time. Once final maintenance responsibilities for the yard are definitively established with the awardee, a contract modification will be executed to incorporate those terms and any associated agreements.

Question 25: What is the size of the bulk tanks at the Medical Treatment Facility (MTF) and Chemical Test Division (CTD)?

Answer 25: The bulk tanks supporting the CTD and MTF are 30,000-gallon capacity.

• CTD - (3) 30,000 tanks

• Material Test Facility (MTF) - (3) 15,000 tanks

Question 26: How will the Contractor be notified which specific test trailers at the Safari shop require filling?

Answer 26: The Government will provide either specific trailer identification numbers or GIS coordinates when requesting fills for mobile test trailers.

Question 27: What is the expected propane usage during the summer months?

Answer 27: While overall propane consumption generally decreases during the summer, regular, recurring deliveries are still required to ensure compliance with the mandatory 20% minimum fill level across all tanks on the installation.

Question 28: When will the award be announced?

Answer 28: The Government anticipates making an award decision as expeditiously as possible following the conclusion of the evaluation process. The exact date of the award announcement cannot be guaranteed, but offerors are reminded that in accordance with FAR 52.212-1(b), they agree to hold the prices in their quote firm for 60 calendar days from the date specified for receipt of quotes.

Question 29: Does the full SF 1449 70-page document need to be submitted or just the signed 1st page / cover page?

Answer 29: Offerors are not required to return the entire 70-page solicitation document. As outlined in the Addendum to FAR 52.212-1, Volume I (Technical Quote), Volume II (Past Performance), and Volume III (Price Quote) are required. For the SF 1449, offerors must submit the signed SF 1449 cover page (Page 1) and acknowledge/sign any and all solicitation amendments.

Question 30: On the Request for Quote document, on Pages 2 – 7, do Unit Price and Amount need to be filled in?

Answer 30: No. Offerors are not required to fill in the Unit Price and Amount fields on pages 2-7 of the SF 1449 document. All pricing information must be submitted exclusively by completing Attachment 2 - Pricing Schedule in its entirety, as instructed in the Addendum to FAR 52.212-1.

The Government will utilize the completed Attachment 2 for the price evaluation.

Question 31: Are we able to offer different markups for the Base Year and each of the four (4) Option Years if we so chose?

Answer 31: Yes. As detailed in the Addendum to FAR 52.212-1, the offeror shall propose a firm-fixed-price, fully burdened markup for the Base Year and for each of the four (4) Option Years. The offeror may propose a different markup for each performance period if they choose, provided the markup remains fixed for the duration of that specific period. (Note: The Option to Extend Services under FAR 52.217-8 will be evaluated using the markup proposed for Option Year 4).

Question 32: Can you confirm one more time that the total price per gallon x total gallons is how you will determine the price factor of the RFQ? For example, if we use the Mont Belvieu BPN posting ($0.86) + a fixed margin/price of $1.00 = Total delivered cost of $1.86 per gallon X 1,202,000 gallons (AFH & Non-AFH) = $2,235,720. Is that the price you will be comparing to the other vendors?

Answer 32: Yes, your calculation methodology is generally correct, but please note the critical update to the required index in this amendment. As detailed in the Addendum to FAR 52.212-2 (Evaluation) and the revised Attachment 2 (Pricing Schedule), the Government will calculate a Total Evaluated Price for each quote. This price is the sum of all CLINs (Base Year + all Option Years + the 6-Month Extension + Phase-In/Phase-Out).

For the propane supply CLINs, the total price is calculated exactly as you described: (Mandatory Index Price + Offeror's Fixed Markup) x Estimated Gallons. However, please note that per this amendment, all offerors are now required to use the BPN Kinder Morgan – Altamont, Utah posting from April 23, 2026, as the mandatory baseline index. The Government will compare the Total Evaluated Price of all technically acceptable quotes to determine the lowest price.

Question 33: Are there any other bidders besides the attendees of the site visit?

Answer 33: The site visit was highly encouraged but not mandatory for submitting a quote. The site visit attendance roster is included as an attachment to this amendment.

Question 34: In the instance the RFQ is awarded to a new contractor, will the incumbent be required to pump out the remaining fuel in their tanks, or will the new contractor be required to transfer the fuel remaining in those tanks into the new tanks?

Answer 34: The incoming contractor is responsible for ensuring a seamless transition of service without exceeding the maximum allowable outage times (PWS PRS #1). The physical transfer of any remaining fuel from the incumbent's tanks to the new contractor's tanks is a matter of coordination between the incoming contractor and the incumbent contractor during the Phase-In period. The Government does not dictate the specific method of fuel transfer between commercial entities, only that the new tanks must be placed, filled, and operational within the 30-day transition window without disrupting installation operations. Incumbent will track transferred quantities and incoming provider shall not charge for those quantities.

Question 35: Can you confirm there aren't any special requirements for transport drivers to get onsite? If we have consistent transport drivers they would get badged, and a ‘fill-in’ driver would just get a visitor pass. Is that correct?

Answer 35: Yes, that is generally correct. As stated in the solicitation and previous Q&A, drivers making regular, recurring deliveries must undergo screening and obtain a long-term badge. For infrequent or one-time "fill-in" deliveries, a 1-day visitor pass may be approved at the Visitor Control Center, provided the driver can pass the required background screening (NCIC-III) upon arrival. All drivers must present a valid driver's license, vehicle registration, and proof of insurance, and all vehicles are subject to search.

Question 36: Can you confirm that we will be able to use the “supplier yard” to stage tanks to expedite the transition? (e.g., moving 15 tanks at a time by tractor-trailer instead of 4 at a time).

Answer 36: Yes. The Government-furnished fenced area on Manookin Road (approximately 190 ft x 190 ft) may be utilized by the contractor for the staging of tanks and equipment to facilitate the Phase-In transition, as well as for ongoing interim bulk storage operations.

Question 37: If awarded the bid, would the government allow us to purchase the existing tanks from the incumbent contractor and lease them back to Dugway?

Answer 37: The Government has no objection to the incoming contractor purchasing the existing tank infrastructure directly from the incumbent contractor, provided such a commercial transaction can be successfully negotiated between the two private parties. If the incoming contractor successfully purchases the incumbent's tanks, those tanks would satisfy the requirement for the contractor to provide "safe, sound, and fully functional tank systems" (PWS PRS #2), provided they meet all regulatory standards. The Government is not a party to, and will not facilitate, the sale or transfer of assets between commercial contractors.