CRREL Propane Delivery Services

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide automatic delivery of propane to various tank sites at the U.S. Army Engineer Research and Development Center (ERDC) - Cold Regions Research and Engineering Laboratory (CRREL) in Hanover, New Hampshire.

• Service: Automatic, recurring propane delivery to seven (7) tanks at CRREL facilities.

• Pricing: Fixed margin cost per gallon added to the Selkirk Wholesale Propane terminal cost on the day of delivery. The wholesale price is used as a basis, not a requirement to purchase from that pipeline.

• Estimated Usage: 15,000 gallons per year, with an option to increase.

• Tank Requirements:

  • CRREL owns three (3) underground tanks (two 500-gallon, one 1,000-gallon).
  • Vendor must provide four (4) above-ground tanks (two 500-gallon, two 125-gallon). Costs for these tanks must be included in the per-gallon price.

• Auto-Fill: Vendor is responsible for monitoring tank levels and filling them as needed to prevent running dry. If a tank runs dry, the vendor must refill and restart associated equipment at no cost to the government.

• Pre-Performance: Contractor must verify all service aspects and tank installations, reporting discrepancies to the COR. A delivery plan for contractor-provided tanks requires COR approval. Material Safety Data Sheets (MSDS) must be provided where applicable.

• Performance Requirements Summary (PRS): Detailed in Appendix A, outlining performance objectives, standards, acceptable quality levels, and surveillance methods.

• Auto Delivery: Tanks must not be allowed to empty. 95% compliance is the acceptable quality level.

• Invoicing: Monthly invoices must be error-free (100% compliance).

• Quality Control: A work schedule must be provided to the COR by the post-award orientation (100% compliance).

• Post Award Orientation: Contractor must attend a mandatory orientation with the Contracting Officer/TPOC/COR before starting work (100% compliance).

• Location: U.S. Army Engineer Research and Development Center (ERDC) - Cold Regions Research and Engineering Laboratory (CRREL), 72 Lyme Road, Hanover, New Hampshire 03755.

• Work Hours: Normal hours are Monday-Friday, 0700-1600, excluding Federal holidays, unless otherwise specified or an emergency arises.

• Government Furnished Property: Access to potable water.

• Quality Assurance: Government will evaluate performance per the PRS. Contractor is responsible for quality control.

• Contractor Liability: Contractor is responsible for repairing or replacing any government or private property damaged during operations.

• Security Requirements:

  • Personnel must be U.S. citizens.
  • All personnel require security badges and must follow CRREL Security Office regulations.
  • No weapons allowed.
  • Personnel and vehicles are subject to search.
  • Applicable DoD/Army security training must be completed within 30 days of award.
  • Personnel require vetting (NCIC-III and TSDB) for unescorted access.
  • Suspicious Activity Reporting training is mandatory.
  • Compliance with FAR clause 52.222-54 (Employment Eligibility Verification) using E-Verify is required.

• Safety Requirements:

  • Compliance with EM 385-1-1 and OSHA 29 CFR 1910.
  • An Accident Prevention Plan (APP) must be submitted and approved 7 days prior to the pre-performance meeting.
  • Employees must review the APP before starting work.
  • Seatbelts must be worn; speed limit is 10 mph; vehicles require back-up alarms.
  • MSDS must be provided for all products used on facility.
  • No smoking in ERDC buildings or within 50 feet of entrances.

Solicitation / RFP / RFQ

This document outlines the evaluation factors for award for the propane services opportunity. It details the "Best Value Trade off" procedures that will be used for source selection, emphasizing that award will be made to the offeror providing the most advantageous outcome for the Government, considering both technical merit and price.

Proposals will be evaluated based on three factors:

• Factor 1: Technical Capability (Volume 1) - Offerors must describe their Operations Plan, detailing their approach, methodology, and understanding of the contract requirements. This will be rated using adjectival assessments (Outstanding, Good, Acceptable, Marginal, Unacceptable).

• Factor 2: Past Performance (Volume 2) - Offerors must demonstrate acceptable past performance on similar contracts completed within the last five years. The evaluation will consider recency, relevancy, technical performance, cost controls, and schedule adherence. The Government may also review external performance data.

• Factor 3: Price (Volume 3) - Offerors must submit a completed Standard Form 1449 and Pricing Schedule. Pricing is based on a fixed margin cost per gallon of propane, added to the wholesale terminal cost on the day of delivery.

• Basis of Award: Best Value Trade off procedures (FAR Part 15).

• Evaluation Priority: Technical and Past Performance are of equal importance and combined are significantly more important than Price.

• Award Criteria: Award will be made to the offeror whose proposal represents the best overall value to the Government.

• Minimum Requirement: Proposals must achieve an "Acceptable" or higher technical rating.

• Proposal Content: Capabilities presented in the proposal become contract requirements upon award.

Not specified in this document.

This document focuses solely on the evaluation criteria and does not detail the specific scope of work or deliverables, which are likely found in other related documents.

Solicitation / RFP / RFQ

This document outlines the requirements for propane delivery services for CRREL in Hanover, New Hampshire. It details the proposal submission process, evaluation factors, and required documentation for potential offerors.

• Propane Delivery: Automatic delivery of propane, with specified quantities for base year and option years.

• Operations Plan: Offerors must detail their approach and methodology for fulfilling contract requirements.

• Past Performance: Demonstration of acceptable past performance is required, utilizing Contractor Performance Assessment Reports (CPARs) or Past Performance Questionnaires (PPQs).

• Technical Proposal: Must include an Operations Plan, Key Personnel information, and Past Performance details. Limited to 60 pages (20 pages for Operations Plan, 20 for Key Personnel, 20 for Past Performance). Pages exceeding the limit will not be evaluated. No pricing information in Volume I.

• Period of Performance: Base year (May 1, 2026 - April 30, 2027) with four option years.

• Estimated Quantities: Base year up to 20,000 gallons with an option for an additional 7,000 gallons. Option years follow similar quantities.

• Submission Method: Proposals must be submitted via email to ethel.d.grant@usace.army.mil with the subject line "CRREL Propane Delivery Services". Only electronic submissions are accepted.

• Questions Deadline: Questions must be submitted via email to ethel.d.grant@usace.army.mil up to ten (10) calendar days before the proposal due date.

• Proposal Structure: Proposals are to be submitted in three volumes: Volume 1 (Technical), Volume 2 (Past Performance), and Volume 3 (Pricing Schedule - SF 1449).

• Evaluation Factors: Technical (Operations Plan), Past Performance, and Pricing.

• Offerors must have an active System for Award Management (SAM) registration with no active exclusions.

• Representation and certifications must be completed by the proposal due date.

• Offerors are responsible for ensuring the completeness and accuracy of their proposals. No corrections will be made by the Government.

• Attachments referenced include: Attachment 01 (Past Performance Questionnaire) and Attachment 02 (Pricing Schedule).